Solicitation_HVAC_SSN10016R0001.pdf

To: Prospective Offerors

Subject: Solicitation No. SSN10016R0001

Enclosed is a Solicitation for Heating Ventilating Air Conditioning (HVAC) preventative maintenance services at the U.S. Embassy (Chancery building).

The Solicitation requires the Contractor to perform scheduled maintenance on the HVAC system. The Contractor may be required to perform unscheduled and emergency services subject to the Government’s approval. The contract does not include replacement parts for equipment which, if required, will be purchased by the Government.

The number of hours for unscheduled services is estimates, and is for information purposes only, based on historical usage. The Embassy makes no guarantee that future usage will be exactly the same. Emergency unscheduled services will be ordered outside this contract.

If you would like to submit an offer, follow the instructions in Section L of the RFP, complete the required portions of the attached document, and submit it to the address shown on Block 8 of the Standard Form 33 that follows this letter.

A site visit/pre-proposal conference will be conducted on March 4, 2016 at 10.00

am. Interested companies must submit name of company, name(s) of attendees, I/C numbers and vehicle numbers to Mr WO Lee by February 29, 2016.

The U.S. Government intends to award a contract to the responsible company submitting a technically acceptable offer at the lowest price. We intend to award a contract based on initial offers, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Embassy of the United States of America General Services Office

27 Napier Road Singapore 258508

- 2 -

Other information

1. Offers are urged to submit written questions by fax at least three workdays prior to the scheduled pre-proposal conference date. Questions shall be addressed to the attention of the Contracting Officer at fax no.+65 6476-9003 or LeeWO@state.gov

2. Attendees may also bring written questions to the proposal conference. No questions will be answered at the conference. Answers will be provided in a written amendment.

3. Statements made by the Government at the pre-proposal conference shall not be considered to be a change to the solicitation unless a written amendment is issued.

4. Following the conference, amendments which will include answers to questions, if any, will be posted on the Embassy’s website.

5. The close date and time for this solicitation is March 31, 2016 at 4.30 pm Singapore time.

6. The validity of the offer is 120 days from close date.

7. Submissions by fax or e-mail will NOT be accepted. Offers shall be mailed to the address indicated at Block 8 of page 1 (SF 33). Hand-carried submissions will be received at the Embassy’s front receptionist post before 4.30 pm each day before the time and date set forth in Block 9.

8. Prospective Offerors are advised that registration in the System for Award Management is required prior to award in accordance with FAR provision 52.204-7, System for Award Management. REFER TO THE ATTACHED LINK ON THE REGISTRATION PROCESS: http://www.sam.gov

For queries, please contact the undersigned at tel. 6476-9304, fax 6476-9003 or email LeeWO@state.gov

Sincerely, Allen Cassy Contracting Officer http://www.sam.gov/

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 7900)

RATING PAGE OF PAGES

1 | 97

2. CONTRACT NO.

3. SOLICITATION NO.

SSN10016R0001

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

February 12, 2016

6. REQUISITION/PURCHASE NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than item 7) General Services Office American Embassy 27 Napier Road, Singapore 258508

The Contracting Officer American Embassy 27 Napier Road, Singapore 258508

NOTE: In sealed bid solicitation "offer" and "offeror” mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and see Section L copies for furnishing the supplies or services in the Schedule will be received at the place specificed, in the depository located in 27 Napier Road, Singapore 258508 until _March 31_____ at local time 1630 hours (4:30 pm) Singapore time.

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.214-7 OR 52.215-1. All offers are subject to all tems and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME

Wai Onn Lee

B. TELEPHONE (NO COLLECT CALLS)

+65 6476-9304

C. E-MAIL ADDRESS

LeeWO@state.gov

11. TABLE OF CONTENTS

() SEC. DESCRIPTION PAGE(S) () SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM 1 I CONTRACT CLAUSES 38

B SUPPLIES OR SERVICE AND PRICES/COSTS 2 PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

C DESCRIPTION/SPECS/WORK STATEMENT 10 J LIST OF ATTACHMENTS 55

D PACKAGING AND MARKETING 16 PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE 16 K REPRESENTATIONS, CERTIFICATIONS, AND 69

F DELIVERIES OR PERFORMANCE 18 OTHER STATEMENTS OF OFFERORS

G CONTRACT ADMINISTRATION 22 L INSTRS., COND., AND NOTICES TO OFFERORS 83

H SPECIAL CONTRACT REQUIREMENTS 24 M EVALUATION FACTORS FOR AWARD 91

OFFER (Must be fully completed by offeror) NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 120 calendar days (60 calendar days unless a different period is inserted by the offer) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No 52.232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the solicitation for offerors and related documents numbered and dated):

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED

AND

ADDRESS

OF

OFFEROR

TO SIGN OFFER (Type or print)

15B. TELEPHONE NO. (Include area code)

15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED

20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

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

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7)

CODE

25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type of print)

ALLEN CASSY

27. UNITED STATES OF AMERICA 28. AWARD DATE

IMPORTANT - Award will be made on this form, or on the Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 33 (REV 9-97)

PREVIOUS EDITION IS UNUSABLE Prescribed by GSA –Far(48CFR) 53.214( c)

SECTION B

-SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, as identified in this solicitation. Exhibits for HVAC maintenance services at the U.S. Embassy Singapore as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK STATEMENT, of this contract and exhibits attached in Section J.

B.2 TYPE OF CONTRACT

This is a fixed price type contract for scheduled maintenance services as defined in the Comprehensive Maintenance Plan (CMP). 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 issue on a weekly, biweekly, monthly, quarterly, semi-annual, or annual basis scheduled task orders, which are pre-printed forms generated by the computerized CMMS (Computer Maintenance Management System)". The scheduled work orders shall identify the listed system/equipment or other description, machine number, location, task description, for the Contractor to perform the maintenance services specified. (See Exhibit A and G, Section J).

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work services (for services below US$3,500). Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order. The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer. Orals orders maybe necessary for unscheduled work services however they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of a Work Order.

B.3 PRICES/COSTS

B.3.1. Goods and Services Tax (GST). There is a separate contract line item within Section B for GST, for each year of performance. Seven percent (7% GST) shall be applied if the Contractor is GST registered, and this amount must be included as a separate line item within the invoice consistent with the Section G, invoicing requirements. If the Contractor is not GST registered, the GST dollar amount shall be “$0”and each invoice shall include a “$0” for GST.

U.S. Firms. U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars and clearly identify they are proposing in US dollars.. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

Foreign Firms. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

Each Offeror shall state the currency (local currency or US$), and foreign firms may only submit in local currency. The Contractor shall be paid in the currency that is stated in this section. Also, see Section M, FAR 52.225-17 EVALUATION OF FOREIGN

CURRENCY OFFERS (FEB 2000)”.

B.3.2 Reserved.

B.3.3 Scheduled Maintenance Services

(a) 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 Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor (unless mandated by local law, or because of the Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

(b) Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

(c) Annual shutdown maintenance is a scheduled service for Base, 1st , 2nd and 3rd Option Year. It is an option for the 4th Option year pending the Government’s decision to replace the chillers. If the option is exercised, the Contractor Officer will issue a modification to the contract giving the Contractor at least 30 days’ notice for the work to be performed.

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price work orders. Each work order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the work order issued by the Government in conjunction with the

Unscheduled Services, as further described in H.14. No profit shall be added to this material/equipment.

All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If GST charges are paid then they must be itemized in each work order.

B3.5 Ordering

Ordering - (a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery work orders by the Department of State under CMMS. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

(b) Contractor will be asked to submit a cost proposal (sample shown in Exhibit D) when given a draft scope of work for an unscheduled task.

(c) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders for each unscheduled task that needs to be performed.

(d) All delivery orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services. The fixed-price for the Base Year

CLIN

001 DESCRIPTION

PRICE

PER

MONTH

PRICE

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

A Scheduled Preventive Maintenance Services (excludes services under Clin 001B)

B Services required under the Environmental Public Health Act

001 Total for 001A+001B

CLIN DESCRIPTION

PRICE

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

002 Annual shut down scheduled maintenance

002 Total for 002

B.4.2. Unscheduled Maintenance Services. The fixed unit prices for labor only for unscheduled maintenance service as defined in SECTION C is:

CLIN

Unscheduled Maintenance Services during normal working hours for:

Fixed hourly rate (a)

Estimated hours per year (c)

Total est. Price (a) +(b) x (c)

A HVAC MAINTENANCE

ENGINEER 15 hours

B HVAC TECHNICIAN 40 hours

C HVAC HELPER 40 hours

003 Total for 003 Materials/Equipment Not to Exceed US$10,000

Prices stated for B.4.2. are for work during normal work hours, 8.30 am to 6 pm, Mon – Fri, and 8.30am to 1.00 pm on Saturday except on U.S. and local public holidays

B.4.3 Minimum and Maximum Amounts for Unscheduled Maintenance

During this contract period, the Government shall place orders totaling a minimum of US$3,500.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed US$50,000. This reflects the contract maximum for unscheduled services for this period of performance.

TOTAL PRICE FIRST OPTION YEAR (CLIN 001+002+003): ______________

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Maintenance Services. The fixed-price for the First Option Year

101 DESCRIPTION

PRICE

PER

MONTH

PRICE

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

A Scheduled Preventive Maintenance

Clin 101B)

101 Total for 101A+ 101B

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

102 Annual shut down scheduled

102 Total for 102

B.5.2. Unscheduled Maintenance Services. The fixed unit prices for labor only for

Unscheduled Maintenance Services during normal working hours for:

Fixed hourly rate (a)

Estimated hours per year (c)

Total est. Price (a) +(b) x (c)

A HVAC MAINTENANCE

ENGINEER 15 hours

B HVAC TECHNICIAN 40 hours

C HVAC HELPER 40 hours

103 Total for 103 Materials/Equipment Not to Exceed US$10,000

Prices stated for B.5.2. are for work during normal work hours, 8.30 am to 6 pm, holidays.

B.5.3 Minimum and Maximum Amounts for Unscheduled Maintenance

US$3,500.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed US$50,000. This reflects the

TOTAL PRICE FIRST OPTION YEAR (CLIN 101+102+103): ______________

B.6 SECOND OPTION YEAR PRICES

B.6.1. Scheduled Maintenance Services. The fixed-price for the 2ND Option Year

201 DESCRIPTION

PRICE

PER

MONTH

PRICE

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

A Scheduled Preventive Maintenance

201 Total for 201A+ 201B

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

202 Annual shut down scheduled

202 Total for 202

B.6.2. Unscheduled Maintenance Services. The fixed unit prices for labor only for

Unscheduled Maintenance Services during normal working hours for:

Fixed hourly rate (a)

Estimated hours per year (c)

Total est. Price (a) +(b) x (c)

A HVAC MAINTENANCE

ENGINEER 15 hours

B HVAC TECHNICIAN 40 hours

C HVAC HELPER 40 hours

203 Total for 203 Materials/Equipment Not to Exceed US$10,000

Prices stated for B.6.2. are for work during normal work hours, 8.30 am to 6 pm, B.6.3 Minimum and Maximum Amounts for Unscheduled Maintenance

US$3,500.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed US$50,000. This reflects the

TOTAL PRICE 2nd OPTION YEAR (CLIN 201 + 202): ______________

B.7 THIRD OPTION YEAR PRICES

B.7.1. Scheduled Maintenance Services. The fixed-price for the 3rd Option Year

301 DESCRIPTION

PRICE

PER

MONTH

PRICE

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

A Scheduled Preventive Maintenance

301 Total for 301A+ 301B

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

302 Annual shut down scheduled

302 Total for 302

B.7.2. Unscheduled Maintenance Services. The fixed unit prices for labor only for

Unscheduled Maintenance Services during normal working hours for:

Fixed hourly rate (a)

Estimated hours per year (c)

Total est. Price (a) +(b) x (c)

A HVAC MAINTENANCE

ENGINEER 15 hours

B HVAC TECHNICIAN 40 hours

C HVAC HELPER 40 hours

303 Total for 303 Materials/Equipment Not to Exceed US$10,000

Prices stated for B.7.2. are for work during normal work hours, 8.30 am to 6 pm, B.7.3 Minimum and Maximum Amounts for Unscheduled Maintenance

US$3,500.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed US$50,000. This reflects the

TOTAL PRICE 3rd OPTION YEAR (CLIN 301+302+303): _____________

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services. The fixed-price for the 4th Option Year

401 DESCRIPTION

PRICE

PER

MONTH

PRICE

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

A Scheduled Preventive Maintenance

401 Total for 401A+ 401B

PER

YEAR

GST 7%

PER YEAR

TOTAL PER

YEAR

402 Annual shut down scheduled maintenance

402 Total for 402

B.8.2. Unscheduled Maintenance Services. The fixed unit prices for labor only for

Unscheduled Maintenance Services during normal working hours for:

Fixed hourly rate (a)

Estimated hours per year (c)

Total est. Price (a) +(b) x (c)

A HVAC MAINTENANCE

ENGINEER 15 hours

B HVAC TECHNICIAN 40 hours

C HVAC HELPER 40 hours

403 Total for 403 Materials/Equipment Not to Exceed US$10,000

Prices stated for B.8.2. are for work during normal work hours, 8.30 am to 6 pm, B.8.3 Minimum and Maximum Amounts for Unscheduled Maintenance

US$3,500.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed US$50,000. This reflects the

TOTAL PRICE 4th OPTION YEAR (CLIN 401+402+403): ______________

B.9. GRAND TOTAL

Base Year Total: _______________ First Option Year Total: _______________ Second Option Year Total: _______________ Third Option Year Total: _______________ Fourth Option Year Total: _______________

GRAND TOTAL: _______________

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1 General. The U.S. Embassy Singapore requires a building maintenance service Contractor to perform both scheduled and unscheduled preventive maintenance service on the HVAC equipment and systems located in the Embassy building. 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.

In view of security considerations, the Contractor shall provide a dedicated team for this contract, all of whom will require a background review and approval by the U.S.

Government. The Contractor shall station two(2) HVAC technicians on-site in an office designated by the Contracting Officer every workday during normal Embassy working hours. 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.1.2 Personnel. The Contractor shall be responsible for providing qualified technicians (with at least one of each trade as identified in Exhibit C 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 maintenance plan shown in Exhibit A and unscheduled services. Helper positions do not need to meet this 3 year minimum requirement. Personnel shall meet the minimum criteria for labor categories shown in Section B.4.2 as identified in Exhibit C.

In addition, the Contractor shall provide a qualified HVAC Engineer who will be the Project Manager and off-site supervisor.

C.1.3 Definitions.

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

“CMMS” is a computer maintenance management system such as PASS/RPA (real estate management system), PMCI or QUIBIC.

“COR” means Contracting Officer’s Representative – see Section G.1.

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

"DCMR" means the official residence of the Deputy Chief of Mission.

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

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

"HVAC" means Heating Ventilating Air Conditioning.

“Normal work hours” mean 8.30 am to 6 pm, Mon – Fri, and 8.30am to 1.00 pm on Saturday except on U.S. and local public holidays.

“Normal Embassy working hours” means 8.30 am to 5.15 pm, Mon – Fri, except on U.S.

and local public holidays.

"PM" means Preventive Maintenance

"Routine Maintenance and Repair" includes the preservation of equipment in a sound state of to include but not limited to day-to-day work, and the purchase of maintenance stock.

"Scheduled Maintenance Services" includes all routine maintenance functions identified in the Exhibit A, Comprehensive Maintenance Plan or Facility Maintenance Plan, for Post systems and equipment.

"Unscheduled Maintenance and Repair Services" includes minor maintenance and repair services which are not identified in the Comprehensive Maintenance Plan or Facility Maintenance Plan. Total of all unscheduled/repair services shall not exceed US$50,000 per contract year.

C.1.3.1 The Contractor shall provide an Execution Plan to carry out the maintenance as shown in Exhibit A. These duties and responsibilities described in Subsection C.1.5.

The Contractor shall provide a draft of the Execution Plan to the COR for review 30 days after contract award.

C.1.4 Location, Service, Kind of Personnel: A sample listing of locations, kinds of services, and personnel by category, is provided in Exhibit G. A sample of an unscheduled order is described in Exhibit B and is for illustration only and will not necessarily be identical to services provided under this contract.

C.1.5 Duties and Responsibilities.

C.1.5.1 Outline of HVAC Services to be Performed

Services to be performed by the Contractor’s employees shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken.

Major and specialized repairs shall be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

C.1.5.1.2 HVAC

(1) Operating the Heating/Ventilation/Air Conditioning(HVAC) systems according to the pertinent seasonal cooling/heating requirements as prescribed by the COR.

(2) Providing continuous servicing on the heating and air-conditioning plant equipment.

(3) Making insulation tests, adjusting relays, resetting circuit breakers, cleaning contact surfaces.

(4) Making minor repairs to the systems and their equipment in accordance with scheduled and unscheduled work orders. Government will reimburse contractor for cost of replacement parts.

(5) Keeping records on power consumption and operation/maintenance/ repair of major equipment, as defined under this contract, on a daily basis, in a continuous calendar-day series: these records shall remain the property of the Government and be available for inspection by the COR or his staff at any time.

(6) Inspecting pumps for abnormal temperature, vibration, noise, and other trouble symptoms, and adjusting as necessary.

(7) Inspecting valves for restriction, leaks and other trouble symptoms, and adjusting as necessary.

(8) Inspecting cooling towers, checking condition of cooling water, if dirty replacing with clean water. Cleaning strainers when replacing cooling water. Insuring that the water treatment equipment is properly working and that the water is being treated in accordance with manufacturer's recommendations.

(9) Performing periodic cleaning, washing and/or replacing of all air filters for air handling and fan coil units. The terms "cleaning" means "dusting" where unwashable filters are used, "washing", where washable filters are used and "replacing" where unwashable/throwaway filters are used. Replacement filters (for AHU only) will be Government furnished (see Exhibit E)

(10) Inspecting all HVAC work including pipes, ducts, valves, dampers, fittings, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance. All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.) needed for the repairs shall be furnished by the Government, subject to the approval of the COR.

(11) Scheduled services required under the Environmental Public Health Act

2001. The Contractor shall perform these services in accordance with

Singapore laws. Any charges/fees payable to third parties in respect of these services shall be borne by the Contractor.

(12) Annual shut down maintenance service is an option on the 4th Option year as the Government may replace the chillers. If the chillers are replaced, annual shutdown will not be required and thus not chargeable.

As long as the existing Carrier chillers remain, annual shutdown will be required and ordered.

C.1.5.1.3 Plumbing: [reserved}

C.1.5.1.4 Other Mechanical: [reserved}

C.1.5.2. HVAC System to be Operated and Maintained:

See Exhibit G for a list of the systems and equipment to be operated and maintained.

The Contractor shall provide day-to-day maintenance and repair services for the Embassy’s HVAC systems as directed by the COR.

The detailed work requirements and instructions shall be provided by the Contracting Officer to the Contractor's Liaison who shall supervise, schedule, and manage the performance of the assignments.

All personnel assigned by the Contractor for the performance of the respective services shall be regular employees of the Contractor, and shall be supervised by the Contractor. There shall be no employer-employee relationship between the Government and the personnel. Subcontractors may only be employed with the express written consent of the Contracting Officer.

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English) 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.

C.3 QUALITY ASSURANCE

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 weekly inspections to determine whether the various services are being performed according to the contract requirements. Copies of the weekly inspection reports 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.3.1 Monthly Report: The Contractor shall render a monthly HVAC maintenance report, 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 facilities covered by this contract. The monthly report shall be provided in a format similar to the one in Exhibit F, signed by an authorized representative of the Contractor, and shall be submitted to the COR, together with the Contractor's monthly invoice.

C.3.2 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.3.3. Escort requirements. The Contractor’s monthly work plan must indicate the periods for escort services so that these can be arranged in advance. For each service visitation, at least 2 days prior arrangements through the Embassy’s Facility Office must be made in advance for the escort service.

SECTION D

PACKAGING AND MARKING

D.1 Materials delivered to the site shall be marked as follows:

THE FACILITY MANAGER

AMERICAN EMBASSY

27 NAPIER ROAD

SINGAPORE 258508

SECTION E

INSPECTION AND ACCEPTANCE

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

This contract incorporates the following 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. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet “search engine” (for example Google, Yahoo, 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)

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 Para Performance Threshold http://www.acquisition.gov/far/ http://farsite.hill.af.mil/vffara.htm http://www.statebuy.state.gov/

Services.

Performs all maintenance services set forth in the performance work statement (PWS)

C.1 thru C.3

All required services are performed and no more than three (3) 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.

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)

effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet “search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

52.242-14 SUSPENSION OF WORK (APR 1984)

F.2 PERIOD OF PERFORMANCE

The contract shall be effective on the date as stated in the Notice to Proceed signed by the Contracting Officer, and shall remain in effect for one year, with four one year options.

Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks.

F.3 DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To B. Services required under the

Environmental Public Health Act 2001

12 After each monthly service COR

C.1.3.2 Execution Plan 1 30 days after award COR C.3. Quality Assurance Plan 1 10 days after award COR C.3. Quality Assurance Inspection Report 1 7 days after end of weekly period COR

C.3.3. and H.12.1.2. Request for escort 1 2 days prior COR http://www.acquisition.gov/far/

C.3.1. Monthly HVAC maintenance Report 1 5th day of each month COR

F.4. PM work orders generated by the Government under CMMS lot minimum leadtime of 5 days Contractor

PM Checklist signed by Contractor’s employee 1 After completion of each maintenance service

F.7. Notice to proceed 1 On receipt of insurances Contractor

H.4. Insurance/Licenses & Permits 1 30 days after Notice of Award CO

H.10.1 Safety Plan 1 30 days after contract award COR

H.7.1 Waste Disposal Report 1 per month Last day of each month COR

H.12.2. Bios on Personnel for security clearance 1 10 days after award COR

Exh H. MSDS sheet 1 1 week before delivery COR G.2. Invoice 1 per month After completion of each maintenance service

COR

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND

MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

The Government will generate PM work orders for the forthcoming month and will provide these to the Contractor with at least 5 workdays leadtime. Within 3 workdays of receipt of PM work orders, the Contractor shall submit a schedule for the forthcoming month based on the generated PM work orders showing the days and times for all PM services to be performed for that month. The COR will review the schedules to ensure minimal disruption of operations at the Embassy and to coordinate the work with other contractors employed by the Government. Changes to schedule will be discussed with the Contractor and finalized with the Contractor’s agreement but in all instances, the requirements set forth in the unscheduled work order must be completed by the end of the month.

All deliverables shall be in the English language, unless otherwise provided hereunder, and any system of dimensions (i.e., English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed on account of a delay by the Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. Each deliverable shall be identified as required by the contract.

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 two(2) 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 bonds or 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 bonds or evidence of insurance required hereunder.

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

F.8 WORKING HOURS

All scheduled PM work shall be performed during normal Embassy working hours, Mondays through Fridays, 8.30 am to 5.15 pm except for the holidays identified below.

Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be cause for a price increase.

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 the U.S. Embassy, 27 Napier Road, Singapore, to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that effect 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 Embassy’s Facility Manager

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". The following subsections elaborate upon the information contained therein.

All invoices should contain copies of the signed work orders completed that month and status information on those not completed. Completed work orders shall bear the signature of the Contractor’s quality control personnel. Work orders shall consist of all preventive maintenance orders as well as unscheduled orders issued since the submittal of the last invoice.

Invoices shall be submitted in an original and three (3) copies to the Contracting' Officer's Representative (COR) at the following address (designated payment office only for the purpose of submitting invoices):

American Embassy 27 Napier Road Singapore 258508

The contract number must be inserted in all invoices.

G.2.2 Detail of Payment Requests

Each application for payment, which shall be made no more frequently than monthly, unless otherwise provided herein, shall cover the fixed price preventive maintenance fee and the value of labor and materials completed and in place for individual delivery orders.

In addition, the Contractor shall provide the following support for each request for payment for additional, seasonal, and unscheduled services:

-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.

3. Delete paragraph G.3, including the subparagraphs listed therein, in their entirety and revised to read as follows:

G.3 GOODS AND SERVICES TAX

If the Contractor is GST registered, the Contractor shall include GST as a separate charge on the Invoice and as a separate line item in Section B.

Offerors should consult the link below to assess whether they are liable for GST registration:

https://www.iras.gov.sg/IRASHome/GST/Non-GST-registered-businesses/Registering-for-GST/Do-I-Need-to-Register-for-GST/

If the offeror is not liable or responsible for GST, they shall insert $0 for GST within the applicable Section B contract line items (CLINs) and include $ 0 for GST in the invoices.

G.4 Recordkeeping Requirements

The Contractor and the COR shall both maintain a complete and accurate management file. The file shall contain as a minimum, the following items:

• The Government's copies of all work orders issued under this contract, and all inspection reports completed by the COR (OF-127). These forms will be supplied to advise the Contractor of service requests and to document the performance of all work.

https://www.iras.gov.sg/IRASHome/GST/Non-GST-registered-businesses/Registering-for-GST/Do-I-Need-to-Register-for-GST/ https://www.iras.gov.sg/IRASHome/GST/Non-GST-registered-businesses/Registering-for-GST/Do-I-Need-to-Register-for-GST/

• Contractor's Service Report forms, documenting arrival and departure time of the Contractor's representative performing the service, and all information on parts installed for unscheduled services only and the task order issued by the warranted Contracting Officer.

• Documentation of any complaints from Post personnel or unusual incidents which may have taken place during the visit to the site.

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 ISSUANCE OF WORK ORDERS FOR UNSCHEDULED WORK

(a) Unscheduled work shall be authorized only through the issuance of work orders executed by the Contracting Officer. Work orders shall be established on a firm fixed-price basis (using the hourly rates identified in Section B and negotiated hours) and shall be modified solely by a written modification executed by the Contracting Officer.

(b) The Contractor shall perform only those unscheduled services specifically authorized in the individual delivery orders issued under this contract. The Contractor shall complete all work and services under this contract within the period of performance specified in the delivery orders except that no delivery order shall be issued hereunder after the expiration of this contract.

H.2 ORDERING OFFICIAL

In accordance with FAR 52.216-18 ORDERING (OCT 1995), the designated ordering individual for this contract is the Contracting Officer.

H.3 Reserved.

H.4 CERTIFICATE OF INSURANCE

The Contractor shall furnish to the Contracting Officer a current certificate of insurance as evidence of the insurance required. In addition, the Contractor shall furnish evidence of a commitment by the insurance carrier to notify the Contracting Officer in writing of any material change, expiration or cancellation of any of the insurance policies required not less than thirty (30) days before such change, expiration or cancellation is effective.

When coverage is provided by self-insurer, the Contractor shall not change or decrease the coverage without the Contracting Officer's approval. If the Contractor intends to use any subcontractors under this contract, the Contractor must ensure that the subcontractor carries the types and amounts of insurance as identified below.

The Contractor's attention is directed to Section I, 52.228-5, "Insurance - Work on a Government Installation". As required by this clause, the Contractor is required to provide whatever insurance is legally necessary. The Contractor, shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

1. Bodily Injury, On or Off the Site, in US Dollars

Per Occurrence US$200,000

Cumulative US$500,000

2. Property Damage, On or Off the Site, in US Dollars

Per Occurrence US$200,000

Cumulative US$500,000

The foregoing types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government.

The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

H.4.1 Government as Additional Insured

The general liability…