Final_Solicitation_Document_for_Posting.pdf

The Consulate General of the United States of America

Jeddah, Saudi Arabia

BME Solicitation

For

Building Automation System (BAS)

Preventive Maintenance

United States Consulate General

Jeddah, KSA

New Consulate Compound (NCC)

SECTION A – CONTRACT FORMS ............................................................. Error! Bookmark not defined.

SF 1449 cover sheet

SECTION B – SERVICES AND COSTS

SECTION C – STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES AND PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

SECTION I - GENERAL CONTRACT CLAUSES

SECTION J - ATTACHMENTS

SECTION K - REPRESENTATIONS AND CERTIFICATIONS

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFEROR

SECTION M - EVALUATION FACTORS FOR AWARD

SECTION B

SERVICES AND COSTS

5 | P a g e

SECTION B – SERVICES AND COSTS

B.1 SUPPLIES/SERVICES

B.1.1 This request is for technical services required for the proper care and maintenance of Building Automation Systems (BAS). A firm fixed-price Delivery Order will be issued for this effort based on the requirements identified in Section C.

B.1.2 This contract is for technical services only. This request precludes the requirement for the contractor to purchase materials or equipment for the BAS including, but not limited to, such as items as control components, equipment replacements, cabling, software and computers or related elements.

Provisions for such items, if they are deemed to be required, must be coordinated through the COR where provisions will be made through other contract mechanisms to acquire these components.

B.1.3 The period of performance is one (1) year as of the date of the Contracting Officer's signature for the base contract year, with four (4) one-year options to be exercised at the sole discretion of the Government.

B.2 SCHEDULE OF PRICES

B.2.1 The contractor shall complete all work, including furnishing all labor, tools, diagnostic equipment and services, as called for and defined in Section C. The price shall include all labor, tools, overhead (including insurance required by FAR 52.228-4, Workers' Compensation), Defense Base Act and War- Hazard Insurance, which shall be a direct reimbursement, and profit.

B.2.2 The Contractor shall provide professional services, labor and materials on a firm fixed-price basis. In establishing the fixed price for the effort under this contract, the hourly rates for the required services shall be in accordance with the fixed fully burdened hourly labor rates. The fixed hourly rates shall include wages, overhead, G&A, profit and all employee fringe benefits, such as retirement, withholding for FICA and taxes, unemployment, workman's compensation and union dues (as applicable).

B.2.3 The Contractor shall furnish all equipment, supervision, labor, supplies, services necessary comply with all U.S. OSHA standards, laws, and regulations as specified in the Contract Documents. All work shall be performed in accordance with these specifications and subject to the terms and conditions of this contract. The Contractor shall also furnish all equipment, supervision, labor, supplies, services, and materials necessary to perform the work required for the proper preventative maintenance efforts identified in Section C. The cost proposal will include the following detail for each of base and option years:

B.2.3.1 Base Year: The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

CLIN Description Type of services

No. of service Visits

Unit price / service ($)

Total per year ($)

001 BME Services BAS PM 4

Total Base Year

B.2.3.2 Option Year 1: The Contractor shall provide the services shown below for Option Year 1 of the contract, and continuing for a period of 12 months.

services

No. of service Visits

Unit price / service ($)

Total per year ($)

101 BME Services BAS PM 3

Total Option Year 1

B.2.3.3 Option Year 2: The Contractor shall provide the services shown below for Option Year 2 of the services

No. of service Visits

Unit price / service ($)

Total per year ($)

201 BME Services BAS PM 2

Total Option Year 2

B.2.3.4 Option Year 3: The Contractor shall provide the services shown below for Option Year 3 of the services

No. of service Visits

Unit price / service ($)

Total per year ($)

301 BME Services BAS PM 2

Total Option Year 3

B.2.3.5 Option Year 4: The Contractor shall provide the services shown below for Option Year 4 of the services

No. of service Visits

Unit price / service ($)

Total per year ($)

401 BME Services BAS PM 2

Total Option Year 4

B.2.3.6 Pricing Detail: The unit pricing provided for each CLIN shall be supported with cost detail as follows:

(a) Labor hours

(b) Labor category

(c) Burdened labor rates (see B.2.3.7)

(d) Travel costs including airfare, hotel, per diem, and other allowed reimbursable expenses.

B.2.3.7 Labor Rates: In addition to the Fixed Price contract items identified above, the cost proposal should include a schedule of proposed fully burdened labor rates (as described in B.2.2.2) for the base and each option year. These labor rates will be used, at the discretion of the contracting officer, for potential pricing negotiations of related work that may be outside the scope of this contract effort but deemed advantageous to the Government in terms of expedient execution.

B.3 ORDERING OFFICES:

B.4 DELIVERABLE ITEMS AND PRICES

B.4.1 The Contractor shall, upon receipt of duly executed contract, perform all services as required in this contract and such further requirements as may be required to adequately maintain the prescribed BAS. The Contractor shall complete all work and services under this contract within the period of time specified. Subsequent contract terms which extend beyond the Base year will be extended at the sole discretion of the Government. The contractor will not proceed with option year services unless officially authorized by the contracting officer.

B.5 TRAVEL

B.5.1 In determining the cost of travel, the terms and conditions of the Federal Travel Regulations (FTR) and Joint Travel Regulation (JTR) shall apply to all travel and travel-related matters authorized under this contract; travel and travel-related expenses shall not exceed the maximum allowable under the FTR and JTR. Travel, lodging and Per Diem rates shall be in accordance with Federal Travel Regulations/Joint Travel Regulation and other similar authorized costs.

B.5.2 Travel will be included as part of the contract line items identified in Section B.2.

B.5.3 In connection with authorized travel, the following items are to be on a fixed price basis which will require a receipt for reimbursement: (i) the cost of domestic and overseas economy-class (coach) airfare;

(ii) the cost of hotel or housing accommodations, meals, and other incidentals when travel is undertaken;

(iii) DBA Insurance (See Section H.2); and (iv) miscellaneous expenses incurred in connection with the travel.

B.5.4 Miscellaneous travel items such as taxi fares and other ground transportation expenses incurred in connection with the travel, and, if applicable, passport/visa fees, passport/visa photographs, travelers check fees, and airport taxes are also to be on a fixed price basis (receipts required).

B.6 COST OF SUPPLIES

B.6.1 The cost of any supplies required in conjunction with the services rendered herein shall be included in the proposed firm fixed-price unless otherwise noted.

B.7 GOVERNMENT-FURNISHED PROPERTY

B.7.1 The Government will not make available to the Contractor any Government furnished property, except as may be stated elsewhere in this RFP.

B.8 PRICES

B.8.1 The burdened hourly labor rates requested in Section B.2 will be established for this contract.

These rates are the maximum rates allowable under the contract for United States based personnel performing services in the listed disciplines. These rates will be used for any professional construction services that are included in Section C. and may apply to work outside the scope of this contract, except where local labor is acceptable and available at reduced rates. Rates for local labor shall be established in the cost proposal. Certain work as set forth in this contract shall be performed only by Cleared American employees.

B.8.2 The subcontractors, if any, shall provide the required disciplines necessary to properly execute the defined PM efforts.

B.8.3 The Subcontracted Provider, if any, of each service must be identified.

If no Subcontract Provider is identified, the contractor will provide these with in-house resources.

[End of Section]

SECTION C

STATEMENT OF WORK

SECTION C – STATEMENT OF WORK

C.1 GENERAL

C.1.1 The American Consulate in Jeddah requires Preventative Maintenance (PM) services for the Building Automation System (BAS) installed at Post.

C.1.2 The Contractor shall provide PM services for the upkeep of the installed Building Automation System (BAS). The work required shall include, but is not limited to: Preventative maintenance of BAS Systems; Investigation and troubleshooting of BAS related issues; and BAS trend and alarm configuration.

C.1.2.1 These PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed.

C.1.2.2 BAS PM Services shall be performed on BAS installed in the unclassified areas of the Post.

C.1.3 This is a firm fixed price contract for a period of one-year and four additional one-year optional periods.

C.1.4 Frequency of BAS PM Service Visits: BAS PM Services will involve multiple site visits per year to the Post. Refer to “Section B: Services and Prices/Costs” for the number of site visits the Contractor is required to make each year.

C.1.5 Exclusions: This contract does NOT include the repair of equipment, the replacement or procurement of parts, the replacement of BAS systems, software upgrades or re-commissioning of the BAS. Such work, if needed, will be accomplished by separate purchase order. This exclusion does not apply if the work (parts and/or services) is to correct damage caused by Contractor negligence.

C.1.5.1 Work outside the scope of PM Services, including the repair/replacement/procurement of any parts, must be approved by the COR prior to performance of the work. Non-PM Service work, including procurement and configuration of portable computing equipment that may be required in the performance of PM activities, will be separately priced out by the Contractor for the Government’s approval and acceptance as a separate purchase order.

C.1.5.2 The Government has the option to accept or reject the Contractor’s quote for work outside the PM Services SOW and reserves the right to obtain similar work (parts and/or services) from other competitive sources. If the Contractor proceeds to perform any non-PM Service work (including the repair/replacement of any parts) without COR approval, the Contractor will be performing this work “At- Risk” and The Government will not be obligated to pay for this work or any additional work required to resolve issues arising from this work.

C.1.5.3 When allowed by the COR, the Contractor may utilize Government-purchased spare parts that are maintained at Post if awarded repair/replacement work. Check with the COR to find out what parts are available on hand prior to submitting a proposal to the Government for non-PM Service work.

C.1.6 All work shall be accomplished in a manner which: 1) conforms to the intent of all applicable ANSI/NSF, ASHRAE, AWWA, NFPA/NEC, U.S. EPA environmental and DOS policy, procedures, and directives; 2) causes no contamination to other parts of the building; 3) endangers none of the building occupants or workers during these task; and 4) leaves the areas safe for occupancy.

C.2 SCOPE OF WORK

C.2.1 General: The Contractor shall provide all necessary managerial, administrative and direct labor personnel; as well as all transportation, tools, instrumentation, equipment and supplies required; to perform the BAS Preventative Maintenance (PM) Services defined in this Scope of Work (SOW). The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM services.

C.2.2 Building Automation Systems to be serviced: The Contractor shall maintain the Building Automation Systems in a safe, reliable and efficient operating condition. The following information provides a summary of each BAS that is to be serviced.

C.2.2.1 BAS

(a) Manufacturer of the BAS: Johnson Controls Incorporated (JCI)

(b) BAS System Product Line Name: Metasys

(c) BAS Software Version: 7.0

(d) BAS Communication Network Type: BACnet

(e) Quantity and Type of Controllers Installed:

7 of NAE, 5 of NCE, 17 of FAC, 1 of FEC and 54 of IOM

(f) Estimated Quantity of Hardware Points in BAS: 2055+

C.2.3 Equipment Controlled and/or Monitored: The following is a summary of the types and quantities of equipment controlled and/or monitored at Post by BAS:

a) Air Handling Units – Quantity 20

b) VAV (Cooling Only) – Quantity 310

c) VAV (w/Heater Electrical Reheat) – 12

d) Chilled Water System (single loop Type) – Quantities: 5 Air Cooled Chillers,2 Water Treatment

Systems

e) Fan Coil Units (Cooling Only)- 10

f) Computer Room Air Conditioning Units (Cooling Only) – 1

g) Domestic Water Filtration System (Monitoring Only) – Quantity 1

h) Fuel Oil System (Monitoring Only) – Quantity 1

i) Domestic Water Treatment System (Monitoring Only) – Quantity 1

j) Fire Alarm System (Interlocks & Monitoring Only) – Quantity 1

k) Power Monitoring System – Quantity 1

C.2.4 Buildings where BAS are installed: The Post is composed of multiple buildings. The following buildings at Post utilize Building Automation Systems:

(a) New Office Building (NOB) – Johnson Controls Incorporated

(b) Staff Diplomatic Apartment (SDA) – Johnson Controls Incorporated

(c) GSO Warehouse Building (WHE) – Johnson Controls Incorporated

(d) Support Annex (SPX)

(e) Marine Security Guards Quarters (MSGQ)

(f) Executive Residences (CMR/CGR)

(e) All CACs (Main, Consulate, Service and Residence)

C.2.5 BAS Preventative Maintenance (PM) Services: The Contractor shall perform BAS Preventative Maintenance services for the Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when controlled/monitored equipment is activated/running. BAS PM Services shall include, but are not limited, to the following tasks:

C.2.5.1 Generation of an Operational Baseline and Checklists: Prior to contract work commencement, the Contractor shall submit to the COR for approval a schedule of PM Service activities and a description of the PM Service tasks which the Contractor plans to provide. Upon the Contractor’s first BAS PM Visit, a

Baseline for the operation of the Building Automation Systems shall be developed from the existing As- Built Data; Operation & Maintenance Data; Set Point Data and Time Schedule Data found at Post. From this documentation, the Contractor shall develop site specific Checklists for the BAS and associated equipment monitored and controlled by a BAS. These Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended. There shall be one checklist for each system controlled and/or monitored by a BAS.

These checklists, a revised PM Service activity schedule and PM Service task description list shall be submitted for COR approval.

C.2.5.2 Use of Checklists: The Contractor shall perform BAS PM Services at the frequencies indicated using the site specific checklists developed for the equipment and systems called out in this SOW. The Contractor’s technician shall sign off on every item of each checklist and leave a copy of the signed checklists with the COR or the COR's designate after the PM visit. In addition, copies of all completed checklists shall be included and submitted as part of the Trip Report.

C.2.5.3 Periodic PM Activities: At a minimum, the following PM Service activities are required to occur during each site visit.

(a) Check BAS Communication Network: Validate the network connectivity of all BAS controllers, Operator Workstations, Servers, and Network components (repeaters, switches, hubs, etc…).

Investigate and remediate any issues found.

(b) Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post.

(c) BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to BAS operation as required in this Statement of Work or as requested by the FM at Post during a PM Services site visit.

(1) The Contractor shall review Facility Maintenance logs since the last visit to Post and determine if there are any operations issues which need to be checked.

(2) The Contractor shall determine the cause(s) of any problems found with the BAS and identify the repairs/modifications to the BAS that will be needed to correct these problems.

(3) The Contractor shall clearly document in the Trip Report any BAS problems that are found, the causes of these problems, proposed repairs/modifications to the BAS required to resolve these problems, parts required to correct these problems and a cost estimate for the proposed repairs/modifications to the BAS.

(4) The Contractor shall submit recommended modifications of the BAS to the COR for approval prior to performing any work. Modifications are changes to the BAS which deviate from the BAS Design or As-Built documents. These types of changes are typically associated with the Sequences of Operation, but could involve the addition or removal of sensors and/or controllers. Typically modifications will be made to resolve building operational issues or to improve/enhance BAS functionality.

(d) BAS Trend and Alarm Configuration: The Contractor shall review the Alarm History and Trend log files which have accumulated since the previous visit to the site. Any problems noted from this review shall be investigated and reported on.

(1) The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported.

(2) If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the

Facility Manager and configure the trends and alarms desired by the Post.

(3) The Contractor shall confer with the Facility Manager after reviewing the BAS Operator

Workstation graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed.

(4) Archive data as necessary to free up hard drive space on the BAS Operator Workstation /

Server for future trend and data storage.

(e) Evaluate Operator Workstation(s)/Server(s): Validate current application software release, define if there is a need to update the software or computer hardware and provide a migration path for updating software to the new release if needed.

(f) Backup Retention: The Contractor shall create a current backup of the data, programming, graphics and settings for all of the controllers in the BAS at the BAS Operator Workstation/Server.

This backup shall be burned on to CD or DVD disks along with a backup of the BAS Operator Workstation/Server Software. Two sets of backup disks shall be created for each Building Automation System at Post on which PM is performed. Each backup shall be configured to allow Facility Maintenance staff to recover the BAS in the event of a BAS failure. Both sets of backup disks shall be turned over to the Facility Manager before the Contractor departs Post. The Contractor is not allowed to retain a copy of these backups.

(g) Password Retention: The Contractor shall create a listing of the BAS usernames and passwords that exist within the BAS Operator Workstation and/or Server that are used to access the BAS. A BAS username/password listing shall be created for each Building Automation System at Post on which PM is performed. These listings shall be turned over to the Facility Manager before the Contractor departs Post. The Contractor is not allowed to retain a copy of these lists.

C.2.5.4 Annual PM Activities: At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this SOW that tasks noted here, which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits.

(a) Panel, Controller and Wiring Inspection:

(1) Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary.

(2) Verify proper voltage at all control transformers.

(3) Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations.

(4) Verify condition of local battery/UPS that may be connected to the panel power source.

Recommend replacement as may be necessary.

(b) Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions. This checkout shall verify that each point indicated in the BAS is the actual physical point connected to the controller and the point is functioning properly. Any discrepancies shall be investigated and adjustments made as necessary so that all sensors monitored and devices controlled by the BAS match the associated points indicated in the BAS and provide the desired functionality.

(c) Sensor/End Device Calibration Verification: The calibration of hardware points in the BAS shall be verified against actual field conditions. Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration. Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature.

Operators and other end devices shall be adjusted so that the BAS output signal corresponds to operator’s or end device’s full control range. Where sensors, operators and other end devices are not capable of being adjusted, the Contractor shall note the deviation between actual and measured value for sensors and between actual output function and commanded signal.

(1) Sensors, operators and other end devices which are not within manufacturers’ recommended tolerances at the end of the calibration verification process shall be designated as failed and documented for submission to the COR.

(2) The contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated. Calibrated instrumentation used shall have been certified by an independent calibration agency within a year of the dates used.

Certificates of calibration shall be submitted to the COR for each test instrument prior to use at Post.

(d) Confirmation of Sequences: Review the operation of BAS controlled equipment against the As-

Built Sequences of Operation. Where functionality does not follow the Sequences of Operation, document the deviation for submission to the COR. Based on consultations with Facility Maintenance personnel and the COR appropriate action shall be determined and adjustments made if deemed necessary. Provide updated documentation (As-Built documents and Operation & Maintenance Manuals) for any adjustments made to the Sequences of Operation including operating schedules and trend reporting.

(e) Replacement of Failed Sensors, Operators and End Devices: When sensors, operators or other end devices are determined to have failed, the Contractor shall provide a proposal which lists the failed parts along with the associated costs to procure and replace the failed part(s) to the COR for approval. If the part that failed is available in the Post’s Spare Part Inventory and the COR permits the use of spare parts, the Contractor shall modify the proposal to utilize the spare part now and procure a replacement part to replenish the Spare Part Inventory later. If a Post’s Spare Part Inventory does not include the appropriate part or the COR will not allow the use of Post’s spare parts, the Contractor’s proposal shall include procurement of the part needed and replacement of the failed part during the next PM visit to the Post. If the Post choses to procure the parts on their own, the contractor’s proposal shall include only the costs to replace the failed part(s).

(f) Replacement of Expendable Sensors: Sensors for which product data indicates there is a defined operating life expectancy shall be tracked and replaced at the time intervals recommended by the manufacturer. For HVAC applications these would typically be Humidity Sensors, Carbon Monoxide Sensors and Carbon Dioxide Sensors. There are other specialty sensors that can fall under this category and the Contractor shall make note of all expendable sensors installed when the initial Baseline for the BAS is developed. When called for by the replacement schedule, the contractor shall provide a proposal which lists the expiring parts along with the associated costs to procure and replace the part(s) to the COR for approval. These parts shall be replaced at the next PM visit to Post. If the Post choses to procure the parts on their own, the contractor’s proposal shall include only the costs to replace the part(s).

(g) Evaluate BAS End of Life Cycle: For each BAS review the system and provide direction with regard to the obsolescence of all or any portion of the system.

(h) Review Post’s Spare Part Inventory: Review the BAS spare parts inventory at Post and determine what parts need to be added to the inventory and update the list. Develop a recommended stock of spare parts if one does not already exist and provide it to the COR.

C.2.5.5 Manufacturers’ Recommended PM: It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance. This shall be completed in addition to the tasks listed above if there are any discrepancies.

C.3 CODES AND REGULATIONS

C.3.1 U.S. Government codes and regulations, the applicable laws, codes, and standards of foreign countries, and industry standards apply and are incorporated herein by reference and made part of the contract documents.

C.3.2 Contractor shall adhere to work practices and procedures set forth in applicable codes, regulations, and standards, including obtaining permits, licenses, inspections, releases and similar documentation, as well as payments, statements and similar requirements associated with codes, regulations, and standards.

C.3.3 Except to the extent that more explicit or more stringent requirements are written directly into the contract documents, all applicable U.S. EPA and U.S. OSHA codes, regulations, and standards have the same force and effect (and are made a part of the contract documents by reference) as if copied directly into the contract documents, or as if published copies are bound herewith.

C.3.4 The Contractor shall assume full responsibility and liability for the compliance with all applicable U.S. EPA and U.S. OSHA regulations and shall hold the U.S. Government and its representatives harmless for failure to comply with any applicable work, hauling, disposal, safety, health or other regulations on the part of the Contractor, their employees, or subcontractors.

C.4 CONTRACTOR AND PERSONNEL QUALIFICATIONS

C.4.1 The Contractor shall comply with ANSI/NSF, ASHRAE, HUD, NFPA/NEC, U.S. EPA, and U.S.

OSHA laws, ordinances, regulations, requirements and DOS policy, procedures, and directives applicable to the Building Automation System and HVAC work efforts hereunder.

C.4.2 The Contractor shall employ a competent supervisor or foreman, satisfactory to the Government, to work at all times with the authority to act for the Contractor.

C.4.3 The Contractor shall employ competent technicians, programmers, etc…, satisfactory to the Government, to perform the work and services required. Technicians, programmers, etc… shall have a minimum of 5 years of experience performing the type of work described within this SOW and shall be trained and certified by the manufacturer of the BAS they are tasked to work on.

C.4.3.1 Contractor’s employees not trained and certified by the manufacturer of the BAS will not be permitted to work on the BAS.

C.4.3.2 Biographical data (a resume) and Proof of certification from the BAS hardware and software manufacturer shall be submitted for personnel providing on site BAS PM Services under this SOW.

C.4.4 The Contractor shall not change the proposed controls technicians and/or site personnel without the permission from the Contracting Officer Representative (COR), and shall submit such a request in writing with justification for change.

C.4.5 The Contractor is responsible for providing medical examinations and maintaining medical records of personnel as required by U.S. OSHA. The Contractor shall hold the Government and the Government's representative harmless for failure to comply with any applicable work, safety and health or other regulations on the part of himself, his employees, or his subcontractor(s).

C.4.6 The Contractor shall provide a means of transportation to bring personnel, supplies, tools and equipment to and from the Post. The Contractor shall be responsible for providing this service. The costs shall be included in the Contractor's proposal.

C.4.7 The Contractor shall at all times enforce strict discipline and good order among all persons employed to work and shall not employ any unfit persons not skilled in the task assigned to them.

C.5 SUBMITTAL AND DELIVERABLE REQUIREMENTS

C.5.1 General Submission / Documentation Requirements:

C.5.1.1 Unless indicated otherwise, each Contractor submission shall include three (3) sets of the documentation required in this Statement of Work. The documentation shall be delivered to the Contracting Officer Representative (COR). Three (3) Electronic Copies of these documents will also be submitted to the Contracting Officer Representative (COR) on suitable media. Two (2) sets of documents and electronic copies shall remain at Post. One (1) set of documents and electronic copies shall be provided to OBO for record keeping purposes.

C.5.1.2 Electronic documentation shall be submitted in the form of searchable PDF files. Documents shall also be submitted in a Microsoft Word 2007 compatible file format. Any drawings included in the documentation provided shall also be submitted in the form of AutoCAD 2010 *.dwg files. All electronic documentation shall be provided on either CD or DVD media. Thumb drives or other forms of portable media are not allowed.

C.5.2 Initial Submittal: Prior to performing any BAS PM Services at Post the Contractor shall submit the following information for review and approval. Submittals will be reviewed by both Post and OBO.

C.5.2.1 A draft / tentative schedule and description of preventive maintenance tasks which the Contractor plans to provide.

C.5.2.2 Certificates of calibration for each test instrument showing certified calibration within a year from date of intended use.

C.5.2.3 Biographical data (resumes) for personnel providing on site BAS PM Services.

C.5.2.4 Proof of certification, from the BAS hardware and software manufacturer, for personnel providing on site BAS PM Services.

C.5.3 Checklist Submittal: After the initial BAS PM Service visit at Post has been completed, in addition to submitting an official Trip Report, the Contractor shall also submit the following information for review and approval. Submittals will be reviewed by both Post and OBO.

C.5.3.1 An updated / finalized schedule and task description list of preventive maintenance tasks which the Contractor will provide as part of the regular PM Services. This will be based on actual conditions and system configurations noted by Contractor.

C.5.3.2 The checklist forms developed for each system controlled and monitored by the BAS, based on actual condition and system configurations noted by the Contractor.

C.5.4 Trip Reports: The Contractor shall be responsible for providing a trip report within 14 calendar days after returning from each site visit which clearly documents the BAS PM Service activities undertaken at Post. The Contractor shall be responsible for documenting all work and activities performed while on site. Each Trip Report shall include, at a minimum, the following information:

C.5.4.1 A list, with descriptions, of the tasks that were performed, the issues that were found, the cause of these issues and the corrective measures that were taken to resolve these issues;

C.5.4.2 A list, with descriptions, of all modifications made to the BAS system software and hardware;

C.5.4.3 A list, with descriptions, of the deficiencies found that resulted in a need for future corrective action, the Contractor’s recommendations to correct these deficiencies and the Contractor’s suggestions for improvements to the BAS. This section shall include providing a proposal for the work that must be performed; a list of any parts required and a cost estimate for the work proposed.

C.5.4.4 Copies of all checklists completed while on site. Include a scanned PDF of the checklists completed while performing PM Services on the BAS.

C.5.4.5 A list of all expendable sensors installed and a replacement schedule. This section shall include providing a proposal which lists the expiring parts along with the associated costs to procure and replace the parts.

C.5.4.6 A list of recommended spare parts required to sustain operations and a cost estimate for the proposed spare parts.

C.5.5 Updated BAS As-Built Documents & Operation & Maintenance Manuals: When work is performed which modifies the existing BAS configuration or programming, the Contractor will be responsible for providing updated As-Built documents and Operation & Maintenance Manuals to accurately reflect the current configuration and programming of the BAS.

C.5.6 Data Backup Retention: Two (2) BAS data backup disks shall be turned over to the Post Facility Manager for each BAS. One disk will be for storage within a secure safe at post before departing Post.

The second disk shall be sent by the Facility Manager to OBO for centralized backup. The Contractor is not allowed to retain a copy of these backups.

C.5.7 Password Retention: One (1) BAS username/password listing for each BAS shall be turned over to the Post Facility Manager for storage within a secure safe at the Post. The Contractor is not allowed to retain a copy of these lists.

SECTION D

PACKAGING AND MARKING

SECTION D - PACKAGING AND MARKING

Note:

Clauses numbered 52.xxx… are Federal Acquisition Regulations.

Clauses numbered 652.xxx… are Department of State Acquisition Regulations.

D.1 MATERIALS SHIPPING ADDRESS

(a) All unclassified reports, data and documentation shall be prepared for shipping in accordance with the best commercial practices.

(b) Classified reports, data, and documentation shall be prepared for shipment in accordance with the National an Industrial Security Program Operating Manual (DOD 5220.22-M)

(c) Materials delivered to the site shall be marked as follows: The delivery address shall be provided to the Contractor as part of the completed contract.

D.2 DEPARTMENT OF STATE DELIVERY, MAIL AND COURIER ADDRESSES

D.2.1 The contractor shall include the substance of Provisions D.2 and D.3 in all cleared subcontracts.

The substance of D.3 shall be reproduced in all subcontracts.

D.2.2 Classified packages/mail shall NOT be sent via U.S. Postal Service.

Contractors and subcontractors authorized to send classified packages to the Department shall provide delivery of packages, by appropriately cleared contractor, via approved hand-carry methods in accordance with NISPOM 5-410 and 5-411. All classified hand-carry deliveries from the contractor to DOS shall be made to the following address between the hours 8:00 AM and 4:00 PM. The contractor shall advise the intended recipient of the materials and estimated time of arrival a minimum of 48 hours prior to dispatching the package by courier.

D.2.2.1 Packages/Mail sent to Post:

Attn: Contracting Officer US Consulate General, Jeddah Mohammedia District

D.2.2.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities Group:

ANTHONY PELLEGRINO (703-516-1987)

U.S. DEPARTMENT OF STATE

OBO/CSFM/FAC/PS

1701 NORTH FORT MYER DRIVE

SA-6, ROOM 2012.24

ARLINGTON, VA 22209

ALTERNATE POINT OF CONTACT:

ASENATH HILL (703-812-2223)

D.2.3 Alternatively, GSA Schedule 48, Commercial Delivery Carriers, may be used in accordance with NISPOM 5-403-e, and ISL 2006-02, para 18. Currently, the carriers on that list include:

(a) DHL (Astar Air Cargo) - Same Day Service

(b) FedEx – Same Day Service, First Overnight, Priority Overnight or Standard Overnight

(c) Airnet Systems – Mission Critical or Same Day Service

(d) United Parcel Service – UPS Next Day Air Early, Next Day Air, or Next Day Air Saver

(e) UPS Supply Chain Solutions – Constant Surveillance Service

D.2.3.1 Classified Packages/Mail to be delivered via authorized commercial delivery carrier listed above should be addressed as follows:

D.2.3.1.1 Packages/Mail sent to Post:

D.2.3.1.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities Group:

ANTHONY PELLEGRINO (703-516-1987)

OBO/CSFM/FAC/PS

1701 NORTH FORT MYER DRIVE

SA-6, ROOM 2012.24

ARLINGTON, VA 22209

ALTERNATE POINT OF CONTACT:

ASENATH HILL (703-812-2223)

D.2.4 Unclassified Packages/Mail sent via U.S. Mail, Registered or Certified Mail; Courier Service and U.S. Postal Service Overnight Express shall be addressed as follows. NOTE: Classified information cannot be sent via these methods.

D.2.4.1 Packages/Mail sent to Post:

D.2.4.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities Group: (Address must be capitalized on Package and Intended OBO recipient’s name should appear only on inner envelope)

ANTHONY PELLEGRINO

OBO/CSFM/FAC/PS

SA-6, ROOM 1202.24

WASHINGTON, DC 20522-0612

D.3 PACKAGING REQUIREMENTS FOR MAIL AND COURIER SHIPMENT OF DOCUMENTS AND

DRAWINGS

D.3.1 Separate packaging of electronic media and hardcopy material The prime Contractor and any associated subcontractors will package all drawings and electronic media (classified, SBU and unclassified) in separate mailing packages, specifically, electronic media will be transported in electronic media packages that contain no other drawings or hard copies of any kind, beyond that of transfer/receipt documentation. Hardcopy (paper) drawing and documents will be packaged separately.

D.3.2 Wrapping and addressing of packages: For all shipping methods, the prime contractor and any associated subcontractors will ensure that all project documentation, regardless of classification and to include SBU, is double wrapped with both layers addressed properly and labeled with the sender’s address. No indication that the contents are SBU or classified should appear on the outer wrapper.

Document tracking receipts should be packaged inside the inner wrapping with the materials the receipt describes.

D.3.3 Packaging heavy materials in appropriate containers: In applying the above double wrapping and addressing procedures, items sent via US mail or commercial carrier weighing more than one (1) pound shall have the inner package enclosed within an appropriately sized double-walled box or, for rolled drawings, a manufactured mailing tube.

D.4 U.S. GOVERNMENT RIGHTS

D.4.1 The U.S. Government reserves the right, in its sole discretion, to determine whether products have been compromised, and therefore cannot be used in CAAs and adjacent areas. Where such compromises results from Contractor's failure to comply with security procedures, the Contractor shall bear entire cost associated with rectification of comprise and restoration of required security provisions.

Reference:

DOSAR 652.242-71 NOTICE OF SHIPMENTS (JUL 1988) Section I.

DOSAR 652.242-72 SHIPPING INSTRUCTIONS (DEC 1994) Section I.

SECTION E

INSPECTION AND ACCEPTANCE

SECTION E - INSPECTION AND ACCEPTANCE

E.1 SUBSTANTIAL COMPLETION

E.1.1 Definitions

E.1.1.1 "Final Completion and Acceptance" means the stage in the progress of the work as determined by the CO or COR and confirmed in writing to the Contractor, on which all work required under the contract has been completed in a satisfactory manner in accordance with the requirements thereof, subject to the discovery of defects after final completion, and except for items specifically excluded in the notice of final acceptance. Final invoice shall not be paid until and unless the CADD As-Built-Drawings are delivered and accepted.

E.1.1.2 "Date of Final Completion and Acceptance" means the date determined by the Contracting Officer as of which final completion of the work has been achieved, as indicated by written notice to the Contractor.

E.2 FINAL COMPLETION AND ACCEPTANCE

E.2.1 Final Acceptance: Upon (a) satisfactory completion of all required maintenance tasks for each maintenance visit, (b)verification by the CO or COR on the basis of a final inspection that all items have been completed and that the work is finally complete, subject to the discovery of defects after final completion, and (c) submittal by the Contractor of all documents and other items required upon completion of the work, including a final request for payment, and the CO or COR is satisfied that the work under the contract is complete and the contract has been fully performed, with the exception of continuing obligations thereunder, the CO or COR shall issue to the Contractor a notice of final acceptance and make final payment as required by the contract.

E.3 SITE DATA PROVIDED BY THE GOVERNMENT

E.3.1 Offeror may rely on the accuracy of site surveys, subsurface or physical site data and similar information provided by the Government concerning the arrangement and configuration of systems incorporated within the scope of the preventative maintenance efforts. However, the Government does not warrant that such information is complete, or that such surveys or data reveal all of the conditions that may be encountered on the site. Offeror shall not rely upon any interpretation or opinion provided by the Government concerning such data or information unless such data is specifically incorporated into the Solicitation Documents or the proposed Contract Documents. Issuance of such information indicated as being "for information only" or identified with words of similar effect shall not be construed as incorporation into the Solicitation Documents or the proposed Contract Documents. It is the responsibility of the Offeror to determine whether any additional site investigation is required, and to make such investigations.

E.3.2 Information Concerning Host Country: Bidders shall not rely on any information provided by the Government concerning the host country, such as climatological data at the site, local laws and customs, currency restrictions, taxes, or the availability of local labor, materials and transportation, etc. It is the responsibility of the Offeror to determine whether any additional site investigation is required, and to make such investigations to determine and gather the information necessary to perform the preventative maintenance requirements defined within this request for proposal.

SECTION E

INSPECTION AND ACCEPTANCE

E.4 PROJECT COMMUNICATIONS

E.4.1 Business Rules:

E.4.1.1 The Contractor is restricted from transporting unencrypted SBU data electronically across the Internet using email, FTP sites, or commercial web sites. Contractors are encouraged to consider all drawings and related documents as SBU and handle these accordingly, in order to minimize risk.

SECTION F

DELIVERIES AND PERFORMANCE

SECTION F - DELIVERIES AND PERFORMANCE

CLAUSES INCORPORATED BY REFERENCE

FAR SOURCE TITLE, DATE & Contract Order REFERENCE

F.1 52.211-10 COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK (APR 1984)

(Reference 11.404) Complete as follows:

(a) Contract period will commence the date established by signature of the contract officer

(b) Quarterly maintenance activities will be completed within 120 days of the contract start date and each subsequent 120 days thereafter through the term of the contract. Completion will require the delivery of all reports and designated contract deliverables as defined in Section C.

(c) Bi-annual maintenance activities will be completed within 180 days of the contract start date and each subsequent 180 days thereafter through the term of the contract. Completion will require the delivery of all reports and designated contract deliverables as defined in Section C.

(d) Annual maintenance activities will be completed within 360 days of the contract start date.

Completion will require the delivery of all reports and designated contract deliverables as defined in Section C.

F.2 52.211-13 TIME EXTENSIONS (SEP 2000) (Reference 11.503)

F.3 52.242-14 SUSPENSION OF WORK (APR 1984) (Reference 42.1305)

F.4 PERIOD OF CONTRACT

F.4.1 The term of the contract is one (1) base year with four (4) 12-month option periods which will be exercised at the sole discretion of the Government.

F.5 NOTICE OF DELAY

F.5.1 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. Post may under public exigency or for representational activities stop work and or require work site cleanup. Contractor may submit a request for equitable adjustment.

F.6 WORKING HOURS

F.6.1 Unless otherwise defined work shall be conducted during the accepted 8 hour day between 8 am to 5 pm, 5 days a week (Sunday thru Thursday) except for the holidays identified below or as specifically agreed and approved by the Contracting Officer’s Representative (COR). Weekends and holidays may be considered as workdays provided (1) access to the facilities is available (2)essential to properly complete the required tasks (3)appropriate approval has been granted by the COR to allow the prescribed work activities to occur. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above.

New Year's Day

Birthday of Martin Luther King, Jr.

President's Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas

Eid Al Adha Holidays

Eid Al Fitr Holidays

Saudi National Day

F.7 ACCESS TO FACILITIES AND STANDARDS OF CONDUCT

F.7.1 General Access Requirements:

F.7.1.1 The contractor is responsible for obtaining proper passports, visas and immunizations that may be required. Contractor will need to have a valid DD 254 and personnel will require a current Visit Authorization Request (VAR) with Diplomatic Security and approved country clearance prior to travel to any Post location.

F.7.1.2 The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by Embassy personnel.

F.7.1.3 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 shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 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.

F.7.1.4 Contractor vehicles will not be permitted inside the embassy compound without prior approval. If you need to have vehicle access please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should be submitted to the Facility Manager at least one (1) week prior to the visit.

F.7.1.5 Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

F.7.1.6 Access to the CAA areas of the embassy requires prior approval with the Department of State (DoS). This approval is achieved by obtaining an approved form 254 (DD 254). It also requires a government security clearance of SECRET. Failure to provide and obtain these requirements will disqualify the contractor from performing the work. Access will also require a VAR (Visit Authorization Request) at least 14 days prior to the visit. For more information on CAA security requirements refer to the form DD 254 for more instructions.

F.7.1.7 Portable computing devices…