routine facility maintenance services
TRANSCRIPT
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ROUTINE FACILITY MAINTENANCE SERVICES
U.S. Embassy Gaborone
Date: October 13, 2017
To: Prospective Offerors
Subject: Solicitation number 19BC4018R0003
Enclosed is a Request for Proposals (RFQ) for routine facility maintenance services. If
you would like to submit a proposal, follow the instructions in Section L of the
solicitation, complete the required portions of the attached document, and submit it to the
address shown on the Standard Form 1449 that follows this letter.
The U.S. Government intends to award a contract to the responsible company submitting
an acceptable offer at the lowest price. We intend to award a contract based on initial
proposals, without holding discussions, although we may hold discussions with
companies in the competitive range if there is a need to do so.
An organized site visit has been schedule for Wednesday October 25, 2017 at 10:00 AM.
All interested participants are requested to submit the names of their representatives
limited to two per vendor to [email protected] on or before October 23, 2017
at 4:00 PM and for further clarification vendors are also welcome to contact Tshepiso
Malabola at +267-373-2292
Proposals are due on Monday November 6, 2017 at 12:00 Noon local time.
Sincerely,
Polly A Emerick
Contracting Officer
Enclosure
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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30
1. REQUISITION NUMBER
PR6686302
PAGE 1 OF60
2. CONTRACT NO.
3. AWARD/EFFECTIVE
4. ORDER NUMBER
5. SOLICITATION NUMBER
19BC4018R0003
6. SOLICITATION ISSUE DATE
October 13, 2017
7. FOR SOLICITATION
INFORMATION CALL
a. NAME
Leonard – Contracting Officer
b. TELEPHONE NUMBER(No collect
calls)
+267-373-2356
8. OFFER DUE DATE/ LOCAL TIME
11/06/2017 – 12:00 noon
9. ISSUED BY CODE
10. THIS ACQUISITION IS
American Embassy,
P O Box 90
Gaborone Botswana
X UNRESTRICTED
SET ASIDE: % FOR
SMALL BUSINESS EMERGING SMALL BUSINESS
HUBZONE SMALL BUSINESS SMALL BUSINESS
SERVICE-DISABLED VETERAN OWNED 8(A)
NAICS:
SIZE STD:
11. DELIVERY FOR FOB 12. DISCOUNT
TERMS
13a. THIS CONTRACT IS A RATED ORDER
UNDER DPAS (15 CFR 700) DESTINATION UNLESS BLOCK IS MARKED
X SEE SCHEDULE
13b. RATING
14. METHOD OF SOLICITATION
RFQ IFB RFP
15. DELIVER TO: Code 16. Administered by:
GSO - Procurement
American Embassy
Government Enclave Embassy Drive
Gaborone, Botswana
17.a. CONTRACTOR/OFFEROR CODE FACILITY CODE
TELEPHONE NO:
18a. PAYMENT WILL BE MADE BY
17b CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN
OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS
BLOCK BELOW IS CHECKED SEE ADDENDUM
19.
ITEM NO.
20.
SCHEDULE OF SUPPLIES/SERVICES
21.
QUANTITY
22.
UNIT
23.
UNIT PRICE
24.
AMOUNT
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ROUTINE FACILITY MAINTENANCE
SERVICES
(Use Reverse and/or Attach Additional Sheets as Necessary) 25. ACCOUNTING AND APPROPRIATION DATA
26. TOTAL AWARD AMOUNT (For Govt. Use Only)
X 27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.
X 27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED.
X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _____
COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.
29. AWARD OF CONTRACT: RFP. _________________ OFFER
DATED _______________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:
30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)
30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)
30c. DATE SIGNED
31b. NAME OF CONTRACTING OFFICER (Type or Print)
31c. DATE SIGNED
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SOLICITATION NUMBER 19BC4018R0003
SECTION B
B.1 SCOPE OF SERVICES
The Contractor shall provide personnel, supplies and equipment, as identified in
this solicitation, for all building maintenance services at Gaborone West Embassy facility
Head Office Plot 14818 Gaborone West Phase 1 as described in the Statement of Work
B.2 TYPE OF CONTRACT
This is a fixed price type contract for scheduled maintenance services as defined
in the Facility Maintenance Plan. The fixed price will include all work, including
furnishing all labor, materials, equipment and services, overhead (including cost of
Workers’ Compensation, which shall not be a direct reimbursement) and profit, unless
otherwise specified. The Government will issue a funded 12 month Task Order with an
option to sign, at the USG discretion, of 12 additional months. 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.
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B.3 PRICES/COSTS
B.3.1 Value Added Tax
VALUE ADDED TAX (VAT). The Contractor shall include VAT as a separate charge
on the Invoice and as a separate line item in Section B.
B.3.2 All prices shall be submitted in BWP
B.3.3 BASE PERIOD PRICES
B.3.4 Scheduled Maintenance Services. The fixed-price for the first year
(starting on the date stated in the Notice to Proceed and continuing for a period of 12
months) for maintenance services as defined in this service description is:
Per month _________ x 12 = ______________per year
B.3.5 FIRST OPTION YEAR PRICES
B.3.5.1 Scheduled Maintenance Services. The fixed-price for the second year for
scheduled maintenance services as defined in this service description is:
Per month _________ x 12 = ______________per year
GRAND TOTAL
Base Year Total: _______________
First Option Year Total: _______________
GRAND TOTAL: _______________
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BUILDING MAINTENANCE REPAIR & SERVICES CONTRACT DESCRIPTION OF SERVICES The Contractor will provide all management, supervision, labor, materials, supplies, repairs, maintenance, parts, tools and equipment and will plan, schedule, coordinate and ensure completion of all contract requirements specified herein at the United States Government (USG) Gaborone West facility at the following location: Plot 14818, Lebatlane Road, Gaborone. This office complex consists of three buildings and a security area in an enclosed compound in the Gaborone West section of Gaborone City. Specific facility equipment and building systems included in this contract are listed in “Technical Exhibit, Facility Components and Equipment” provided as Attachment 1. The Contractor will be fully responsible for the operation, repairs, scheduled preventive maintenance and equipment certifications necessary to effectively operate and maintain all building equipment and systems as listed in this contract. The Contractor will be responsible to provide all labor, supplies and materials required to maintain the buildings located on the grounds of the plot aforementioned. The Contractor will be available for emergency repair services as directed by the Contracting Officer Representative (COR) 24 hours a day; 7 days a week for the duration of the contract. The Contractor will possess strong knowledge of how host government utilities operate e.g. Electricity Company, Water Corporation, and other Botswanan utility-related agencies for urgent resolution. The Contractor will be required to operate the facilities covered by this contract during all emergency situations such as fires, spills, accident and rescue operations, strikes, civil disturbances, natural disasters and the like. DEFINITIONS "Appliances" include air conditioning units, microwave ovens, water dispensers and
refrigerators.
“Supplies” include all materials and goods needed to successfully carry out scope of work. This
would include a wide assortment of products including but not limited to “cleaning supplies”
(mops, brooms, sponges, cloths, bleach, detergents, refuse bags) “contractor supplies” (gloves,
protective clothing, eye protection) “expendable bathroom supplies “ (paper towels, toilet
tissue, hand soap, air freshener) and “maintenance supplies” (hammers, nails, screws, bolts
wrenches, light bulbs, paint, calk, tape, air conditioner gas). Any supply needed to carry out this
scope of work will be provided at no additional charge to the USG by the contractor. All supplies
will need to be of high quality to be determined at the sole discretion of the COR. All chemical
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and germicidal materials must have a Material Data Safety Sheet (MSDS) indicating the makeup
of the cleaning products and the safety procedures for these cleaning products.
"Standard Operating Procedures (SOP)" is submitted by the Contractor and defines the methods
and disciplines used to carry out the maintenance plan.
"General Instructions" mean those instructions, directives and guidelines that apply to all
employee maintenance personnel.
"PM" means Preventive Maintenance.
"Routine Maintenance and Repair" includes the preservation in a sound state of real property
and might include day-to -day maintenance work, and the purchase of maintenance stock.
"Scheduled Maintenance Services" includes all routine maintenance functions per timelines as
agreed upon and documented in the SOP.
"Unscheduled Maintenance and Repair Services" includes minor maintenance and repair
services which are not pre-identified. The contractor will carry adequate inventory of small
supplies, materials, expendables, replacement parts, etc. needed to provide effective facilities
maintenance support services at all times.
BASIC SERVICES The basic services portion of this requirement is intended to encompass performance of all services to:
Operate the facility
Perform all service calls and repairs initiated by the US Government as service calls
Perform Preventive maintenance
FACILITY OPERATIONS
The Contractor will provide all services to operate the facilities as described below. Should a replacement part be needed that is above 1,000 Pula, the USG will supply the equipment and the Contractor will install it as part of the regular/routine work of this contract. USG will replace all faulty Appliances (as defined above), when needed, regardless of cost. BUILDING OPERATIONS PLAN (BOP)
The Contractor will prepare and successfully implement a Building Operating Plan (BOP) based on the building equipment inventory. The BOP will be furnished to the COR no later than 30 days from contract award. The Contractor will review these plans at least annually (within the first 30 days of each option period) or when directed by the COR and will revise the plans as necessary. All revised plans will be submitted to the COR for approval prior to implementing the revised BOP. The COR will provide written acceptance or rejection of the plan within 30 days. STANDARD OPERATING PROCEDURES (SOP)
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The SOP will consist of a checklist of duties to be carried out, scheduled timelines for each task, administration of a safety program and a procedure/template to document Contractor efforts in writing. It will also include names and position titles for the supervisory staff employed by the Contractor qualified to act as Contractor liaison and serve as the Contractor's Project Manager. A copy of the SOP will be provided to the COR. Any changes to the SOP must be agreed upon by the COR and modified in writing. The detailed work requirements and instructions including emergency works will be provided by the COR to the Contractor's Project Manager who will supervise, schedule, and manage the performance of the assignments based on timelines laid out in the SOP. JANITORIAL
The Contractor shall ensure that its staff carry out thorough cleaning of all office spaces, kitchen, dining, corridors/passages, storeroom, conference spaces and toilets. The spaces shall be cleaned along with all interior furnishing, fixtures and finishes mentioned below.
Blinds shall be cleaned with a vacuum cleaner using tools designed for cleaning blinds.
Standard blinds shall be free of dust and give an overall clean appearance. Chrome surfaces
requires the removal of surface spots, fingerprints, smudges, etc., with the appropriate
chrome polish. Surfaces will present a clean uniform shining appearance free of all soil,
marks, smudges, streaks.
• Damp mopping requires the use of cotton or similar yarn type string mops (i.e. 24 oz.)
that have been mechanically wrung/squeezed to remove excess solution for purposes of
removing light soil, dirt, liquid or other foreign material from a floor that does not require
the complete mopping of the area or when the area is not soiled sufficiently to require wet
mopping. A damp mopped floor shall be free of all dirt, debris soil, liquids or other foreign
material. All splash marks/spots on walls and furniture/fixtures shall be removed before
completion of the damp mopping task. All items moved to accomplish this task shall be
returned to their original positions.
• Disinfecting is the application of a germicidal solution to surfaces to kill or neutralize
99% of the material containing or supporting the growth of bacterial/viral organisms.
Surfaces should remain “wet” for a minimum of 10 minutes or per manufacturer’s
recommendation. Surfaces shall be as free of material containing living bacteria, viruses, or
other contaminations that are capable of causing infections.
• Dispenser cleaning/service requires damp wiping dispensers with a disinfectant,
checking/refilling of all towel, toilet tissue, seat covers, soap, or any other dispensers which
may be identified by the COR. Dispensers will be disinfected, present a clean uniform
shining appearance free of all soil, marks, smudges, streaks and will have an adequate
supply of the applicable dispensed products.
• Dusting. Normal or low dusting includes all levels up to six (6) feet in height. All high
dusting will be above six (6) feet high. Items shall be free of any laden airborne materials,
streaks, smudges, and cobwebs. Laden airborne matter shall be removed by either
mechanical, chemical, or manual means. Devices, which merely displace or re-distribute the
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matter, such as feather dusters, will not be used, unless treated to attract and hold the
matter. All items moved to accomplish this task shall be returned to their original position.
• Entrance Glass. Cleaning of glass is cleaning the inside and outside glass surfaces and
the surrounding boundary of the applicable entrance area and all window panes. Glass shall
be free of streaks, smudges, fingerprints, etc. Surfaces surrounding the entrance shall be
free of dirt, dust, fingerprints, and have a clean appearance.
• Entrance Mats. Carpet mats shall be vacuumed with a commercial vacuum before spot
cleaning. Entrance mats made of rubber or polyester shall be swept, shaken, vacuumed or
washed. Entrance mats shall be lifted, moved to remove soil and moisture underneath, and
replaced. There shall be no dirt left on surfaces.
• Fixtures. Cleaning of restroom & kitchen fixtures and fountains require the removal of
dust, dirt, debris, spots, stains, and smears from sinks, slop sinks, toilets, urinals, and
fountains with a germicidal solution. Fixtures will be disinfected and there shall be no dust,
dirt, spots or debris on the fixtures.
• Furniture. Cleaning of furniture and tables requires dusting and/or damp wiping.
Surfaces are to be free of dirt, dust, debris, marks, and film.
• Glass and window cleaning requires the removal of dirt, soil, smudges, fingerprints, and
other foreign material from glass window, doors, partitions, or any other items, which may
consist in whole or part of a glass, or similar material including mirrors. Glass surfaces shall
be free of all dirt, soil, smudges, streaks, smears, film, or any other foreign substances. All
excess spray/solution must be removed from any surrounding trim or surfaces and
glass/window surfaces shall have a uniformly bright appearance. Any items moved to
accomplish this task must be returned to their original positions.
• Policing. Policing is picking up paper, trash, empty bottles, containers, and other
discarded materials; spillages, accidents, plumbing failures, and inclement weather. Area(s)
being policed shall be free of debris. Area(s) shall present an overall clean appearance.
• Polishing requires the use of a high-speed floor machine and a clean pad designed for
polishing or buffing. The floor should have a “non-yellowed” high-gloss appearance.
• Receptacles. Cleaning and disinfecting receptacles is defined as wiping or washing
containers with a germicidal solution and replacing plastic liners. Receptacles shall be
considered properly cleaned when both the inside and outside are clean, free of stains,
dried refuse and odors, and a plastic liner replaced, if necessary.
• Refrigerators require cleaning outside surfaces, especially the handles with a germicidal
detergent solution. Outside surfaces shall present an overall clean appearance.
• Restrooms. Cleaning of restrooms requires the removal of trash, cleaning of floors,
fixtures, urinals, toilets, receptacles, faucets, handles, dispensers, walls, partition stalls, and
doors with a germicidal solution. All glass, chrome, and stainless steel surfaces shall be
cleaned and buffed to a shine. Restrooms shall be considered properly cleaned when floors
are mopped and fixtures, urinals, toilets, waste receptacles, wash basins, faucets, handles,
dispensers, partition stalls, and doors are cleaned with a germicidal solution. All glass,
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chrome, and stainless steel surfaces shall be cleaned and buffed to a shine, waste
receptacles emptied, and dispensers refilled.
• Scrubbing. Machine scrubbing requires the use of mechanized scrubbing/vacuum
machines to be more aggressive than wet mopping; this may include large areas such as
halls, lobbies, garages, ramps, or similar large areas which would otherwise require
extensive labor to complete in a reasonable time period. Machine scrubbing, to be
conducted twice each year, shall be held to the same quality standard as wet mopping and
shall remove all scuff marks.
• Bath/Shower Stalls. Cleaning of shower stalls is defined as the removal of soap scum,
mold, stains, and odors from surfaces (including grout) and cleaning the entire enclosure
with a germicidal solution or steam cleaning. Walls, ceiling, enclosures, grout, and fixtures
are cleaned with a germicidal solution and chrome is buffed to shine. There shall be no
mold and/or odor remaining.
• Smoking Area. The facilities are designated as smoke-free facilities. Ash butt containers
outside any buildings shall be cleaned by Contractor’s employees once per week as well as
the designated area where smoking is allowed to be free from cigarette butts and debris.
Smoking area is to be policed and free of cigarette butts and debris.
• Spot cleaning requires the removal of dirt, soil, debris, liquids, stains, or other foreign
materials from carpeted areas which can be accomplished by cleaning only the immediately
affected area where cleaning the whole area would not be necessary. Spot cleaning may be
accomplished by any of the methods contained herein and as dictated by the circumstances
of the soiling. Carpet spots shall be removed immediately with an approved carpet cleaning
solution in such a manner, which will not leave rings or discoloration. Spot cleaning shall
remove completely any evidence of the soiling which necessitated the cleaning, and return
the finish of the area affected to its pre-soiled condition without evidence of occurrence or
cleaning.
• Sweeping/dust mopping requires the removal of loose dirt, dust, debris, and other
foreign material through either manual or mechanized methods, as appropriate for the
location and situation. A swept area shall be free of all loose dirt, grit, lint, dust, debris, or
other foreign material with no build up in corners, crevices, under or around furniture parts.
All items moved to remove dirt shall be returned to their original location.
• Trash/waste removal requires the collection of all materials, which have been placed
into appropriate containers, and taken to a specified site for disposal. This exercise shall be
conducted once a day, preferably after lunch. All trash/waste and soiled liners shall be
removed from all trash/waste containers, and a new trash/waste liner shall be fitted into all
such containers.
• Vacuuming requires the mechanical removal of loose dust, dirt, soil, debris, and other
foreign material from carpeted floors and other items (e.g. couches, chairs, walls,
curtains/drapes), which require this method of cleaning. There shall be no evidence of any
dust or dirt or any other loose foreign material. Materials shall be left in a lint free state. All
items moved during this process shall be returned to their original positions.
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• Wet mopping requires the removal of built up dirt, soil, liquids, or other foreign
materials from a floor using clean cotton or similar yarn type string mops (24 oz.) and
mechanically wrung out so as to have sufficient neutral detergent and water solution or
disinfecting detergent and water solution. This shall include rinsing if required or as
recommended by the detergent manufacturer. A wet mopped floor shall be free of all dirt,
debris, soil, liquids, or other foreign material. It will present a uniform appearance free of
streaks, smudges, heel marks, or any other marks, which can be reasonably removed
through this cleaning method. All splash marks/spots on walls and furniture/fixtures shall be
removed before completion of the wet mopping task. All items moved to accomplish this
task shall be returned to their original positions.
• Shredding may be required on an as-needed basis but the removal of shredding paper
from the machines and property should be incorporated as a daily/routine activity.
• Recycling will be promoted to the maximum extent possible. All recycled bins should be
emptied routinely and disposed of appropriately.
ELECTRICAL
The Contractor will maintain, repair and install electrical system components to include disconnect devices, cables, wires, raceways, regulators, grounding equipment, wall switches, conduits, receptacles, intrusion alarms, installed lighting fixtures, as well as the parts and accessories necessary to distribute the electricity to the using equipment. Electrical materials and equipment utilized by the Contractor will comply with existing codes. The overall quality of any repair will comply with applicable U.S. or local specifications or industry standards provided by the COR and will be made in such a manner as to assure a safe and reliable electrical system. Contractor's electrical work will include: (1) Install, maintain and repair electrical wiring systems and associated switches,
distribution panels, light sockets and outlet boxes.
(2) Locate, diagnose and repair trouble occurring in power circuits, controls, switches,
rheostats, thermostats, flow meters and stop controls.
(3) Install, maintain and repair a wide variety of electrical fixtures, tools and appliances.
(4) Replace fluorescent, incandescent, and HID light bulbs; replace fluorescent and HID
ballasts; and install light fixtures.
(5) Install, test and repair security lighting and floodlight systems. Replace lamps in security
and floodlight systems.
(6) Inspect, test, clean, repair, and adjust electrical buzzer and bell circuits, light sockets,
light fixtures, fans, switches, office and heating appliances, clock systems, rheostats and
thermostats.
(7) Install, test, maintain and repair electrical motors to include rewinding.
(8) Test circuits and equipment, trace electrical problems to their cause and restore to
normal operation.
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(9) Maintain and repair electrical controls consisting of thermostats, valve operators,
damper operators, pressure reducing valves, selector switches, gradual switches, solenoid
air valves, duct humidistat and pressure switches.
(10) Maintain calibration of test equipment in accordance with manufacturers’ standards.
(11) Troubleshooting electrical problems relating to power surges and circuit breaker
failures, as well as identifying potential electrical and safety hazards. The contractor will
inspect and repair the general distribution panel, when necessary; determine load capacity;
and correctly load circuits and phases. The contractor will also identify and repair electrical
short circuits in the internal power distribution lines or switches and/or power supply.
(12) Replace circuit breakers, MCCB, ELCB, assortment of bulbs, fittings, switches and socket
outlets of various amperage, burnt wires and fuses.
(13) Perform Electrical Preventive Maintenance once a year as described below.
In an emergency, take all possible measures to prevent hazards, ensure safety and maintain
property. Promptly report to the COR.
The contractor will be required to perform an annual electrical preventive maintenance per a separately listed SOW below. The electrical system for our office requires a thorough and informed upgrade be undertaken to rehabilitate the condition of the electrical system. The contractor will begin with the three elements that make up the electrical layout. They are:
• The Service Entry Layout
• The Panel Board
• The Branch Circuits
The Service Entry (PHCN):
The contractor is required to start the rehabilitation at this point.
Confirm that the cables are of adequate current carrying capacity and that the conductors are
properly secured to the wall with insulated anchors. The contractor would also ensure that the
point of entry is free from the accumulation of moisture and that the terminals are terminated
with approved procedure without abrasion. Any spliced connector at the service entry should
be well wrapped and any bare wire is forbidden. All electrical work must pass city code.
The service entry conductor should be checked for the following: burns, splices, abrasion and
for insulation that is completely intact. The acceptable service entry conductor is armored
entries of about 25 - 50 mm.
The main panel board:
The contractor shall proceed to evaluate and if necessary, replace the existing panel board with
a higher capacity panel to accommodate any new and/or expanded installations.
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The amperage rating for the panel should be determined by the number and type of branch
circuits connected to it.
Over current protect:
The contractor would then determine the amperage for the fuses or circuit breaker and should
not exceed the current carrying capacity for the copper wire. The contractor shall bear in mind
that the following would also be present in the facility:
• Lighting Points.
• 13 amps outlets.
• 15 amp outlets.
• Water heaters.
• Air conditioning units.
• Refrigerators.
• Office equipment - Scanners, Copiers, Printers
The contractor would, based on the load demand of these various elements determine the
appropriate size for fuse rating for each of these: 5amps, 10amps, 15amps, 60amps etc. as the
case may be.
The contractor shall also remember that for devices carrying a motor there is expected to be
75% percent amperage allowance for starting current. The contractor shall also ensure that no
circuit has a fuse or circuit breaker with a high ampere rating than its wiring is designed to carry.
The contractor shall be careful to ensure that the breakers are turned on and off repeatedly to
ensure, that in the event of an overload that the circuit shall indeed break.
It is recommended that the air-conditioning circuit be isolated from the other electrical circuit.
Branch Circuit:
The contractor shall do the following with the branched circuits:
The contractor shall replace all burned and charred cables. The contractor shall use between
4mm and 6mm cables for the air conditioning units and run lighting points and outlets using
2.5mm cables. The cables may be run on trays.
The contractor shall mark the function of each branch circuit and it should be clearly and legibly
marked at the panel board(s).
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The contractor shall also ensure that each circuit is grounded at the circuit breaker/panel
boards.
AIR CONDITIONING
(1) Perform air conditioning preventive maintenance. This will occur a minimum of twice a
year.
(2) Install/replace air conditioning units, furnish gas, as needed;
(3) Perform insulation tests, adjust relays, re-set circuit breakers, clean contact surfaces.
(4) Inspect pumps for abnormal temperature, vibration, noise, and other trouble
symptoms, and adjusting as necessary.
(5) Inspect valves for restriction, leaks and other trouble symptoms, and adjusting as
necessary.
(6) Perform periodic cleaning, washing and/or replacing of all air filters for cooling units, air
handling and fan coil units at all properties based on timelines recommended by the
COR. This will occur a minimum of once every (3) months. The terms "cleaning" means
"dusting" where un-washable filters are used, "washing", where washable filters are
used and "replacing" where un-washable/throwaway filters are used.
(7) Inspect pipes and armaflex covering, ducts, valves, dampers, fittings, waste water and
sewer lines, traps, catch basins, down-spouts, and gutters for clogging and loose joints,
restrictions, leaks, and other faulty conditions; provide routine servicing such as
retightening, caulking, lubricating, and performing first echelon maintenance.
The contractor is required to perform AC preventive maintenance twice a year per a separately listed SOW below. The contractor will perform the following:
The contractor will clean all evaporator and condenser coils on all the air-conditioning
units.
The contractor will check refrigerant level for all air conditioners and adjust if necessary;
the accepted pressure level for refrigerant is 60 PSI.
The contractor will clean and adjust blower components using a high pressure blower or
an appropriate tool to assure that the blower is free from any form of sludge.
The contractor will inspect, clean or replace air filters as may be needed.
The contractor will ensure that all water condensation lines are not clogged with dirt.
The contractor will force high pressure air down through the waste pipe or using an
appropriate means will ensure that the waste pipe is free from all forms of blockage. The
contractor will upon reconnection of the waste pipe test to assure that the reconnection
was done in a sufficiently acceptable manner to prevent the waste water for leaking into
the office.
The contractor will ensure that each air conditioning unit has a functional breaker and
that the termination is intact, and free from charring and when such is discovered the
contractor will proceed to make it good using any of the approved industry methods.
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The contractor will clean the entire indoor air handling unit.
The contractor will steam wash all the exterior outdoor unit to assure that all the
components including the fans, the condenser and the condensers are free of dirt, debris or
any such material that may hamper the free and efficient operation of the unit.
The contractor will ensure that the units are all operational prior to handing over the
entire units to the COR as an accomplished task.
CARPENTRY
The Contractor will provide all carpentry work to maintain all buildings, structures or facilities. Contractor's work will be planned and accomplished to offer maximum resistance to harmful effects caused by the environment. All carpentry work performed will be consistent with the construction and appearance of the existing facility or structure. Carpentry work will include all work required to maintain facilities or structural wood, maintaining and repairing/replacing doors, door frames, sills, trim and casing, locksets, hardware, fillings and similar items, replacement of knobs, hinges, and locks. The Contractor's tasks will include: (1) Fabricate, install, replace, and repair kitchen cabinets, counter units, bookshelves,
furniture, window frames, bins and other wooden items, including drawers and doors.
(2) Make and install an assortment of safety signs.
(3) Install and repair window and door screens, and weather stripping around windows and
doors. Cut and install glass panes and reflective Mylar film.
(4) Hang miscellaneous items, to include picture frames, bulletin boards, mirrors, medicine
cabinets, name plates etc.
(5) Install vents for driers; Cut apertures for wiring or piping associated with other
appliances.
(6) Repair and replace floors, partition walls, ceilings, windows and other structural
elements, caulk window frames and other miscellaneous repairs. Will make all wooden
tables and desk sturdy.
MASONRY
The Contractor will provide all masonry work to maintain all facilities or structures. All work will be consistent with the construction and appearance of existing facilities or structures. Masonry work on facilities or structure will include, but is not limited to walls, floor slabs, diversion of water from exterior walls, deteriorated brick, installation and maintenance of retaining walls, and replacement of blocks, tiles, granite, marble; repairs of walls, due to normal wear and tear. The Contractor will repair walls to include patching/plastering. PAINTING
The Contractor will be responsible to carry out painting or paint removal tasks, interior and exterior painting of walls and other surfaces; varnishing and finishing of wooden floors and cabinets. It is anticipated that most painting will be spot painting and will be touch-up and finishing in nature, but in some cases entire walls may require painting. The Contractor will paint a variety of surfaces including interior and exteriors of buildings, and stationary and mobile equipment where appearance as well as surface protection is important.
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The color of paint for walls, rooms, exteriors of buildings, etc. will be specified by or selected by the COR. The Contractor will prepare surfaces, mix paints, and apply primer coat, initial finish coat and additional finish coats as required. Painting tasks will include: (1) Work on a variety of surfaces such as metals, wood, and masonry.
(2) Repaint and touch up signs in places on buildings, structures, and appurtenances.
(3) Paint interior and exterior walls, window casings and door units and kitchen cabinets.
(4) Paint repaired surfaces. Paint used to touch up repairs will blend with the color and
texture of surrounding areas.
(5) Tape, spackle and repair wall and ceiling surfaces.
(6) Strip, sand, refinish and seal wood floors of various types.
(7) Move, reset, cover, and otherwise protect furniture and equipment and protect all U. S.
Government and privately owned property during the work performance. All furniture,
vehicles, building surfaces, etc. will be protected from paint, chemicals, dust, dirt, and all
other form of damage during all work.
(8) Strip, sand and refinish to preserve aesthetics of items that cannot be replaced by items
of equal quality.
Interior paint will be applied in dust free conditions in accordance with the manufacturer's recommendations. Exterior paint will not be applied on rainy or windy days. Each coat of paint will be of sufficient thickness to completely cover the previous coat or surface. The finish will be free of runs, sags, or other surface preparation defects. Paint surfaces adjoining other materials or colors will be sharp and clean without overlapping. Windows stuck from being painted will be freed up within 3 days after completion of work to assure ease of operation. Special Consideration: Contractor will comply with the following special instructions regarding painting. (1) Damaged surfaces will be repaired. Surfaces which chalk severely will be prepared with
a conditioner. Window putty will be repaired, replaced, and painted as required. Exterior
wall surfaces will be power washed and scraped prior to repainting.
(2) Woodwork, including cabinets and doors, will be repaired. Surfaces painted with a gloss
or semi-gloss paint will be dulled with a surface conditioner.
(3) All ferrous metal surfaces will be spot primed. These surfaces will be scraped, wire
brushed and washed clean before painting.
(4) Masonry and concrete surfaces will be roughened where necessary to provide
adhesion. Previously painted areas will be dulled with a surface conditioner. Surfaces
which experience water leakage will be coated with epoxy paint. Surface defects will be
filled and sanded smooth prior to repainting.
(5) Electrical outlet covers switch covers and fixtures will be masked or removed before
painting and uncovered or reinstalled prior to work completion.
(6) All existing and new paint splashes and drips and brush and roller marks will be
removed from finished woodwork, tile, cabinets, countertops, windows, etc. when
adjoining surfaces are repainted. Those surfaces must be touched up or totally refinished
as necessary.
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PLUMBING
The Contractor's plumbing work will include the preventive maintenance of systems and repairs or replacement of their associated components. The Contractor will maintain plumbing and water systems and their associated components in accordance with U. S. codes or industry standards and specifications provided by the COR. Whenever possible the Contractor personnel will go to work sites in an expectation of completing the assigned task. Any task that is unable to be completed in one working session will be completed at the earliest possible time, thereafter. Such plumbing work will include: (1) Install or repair of all plumbing work including pipes, ducts, valves, dampers, fittings,
waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and loose
joints, restrictions, leaks, and other faulty conditions; provide routine servicing such as
retightening, caulking, and lubricating.
(2) Service water dispensers.
(3) Unstop drain lines when blocked.
(4) Adjust or repair leaky joints, faucets and other outlets.
(5) Install and repair hot water heaters and plumbing fixtures to include urinals, kitchen
and utility sinks.
(6) Place and connect and water fixtures and facilities such as water lines and mains, water
closets, lavatories, and sink
(7) Cut or drill holes and openings in walls and floors, chases, or slots and set sleeves, insert
to provide passage and support for pipe and fittings to pass through.
(8) Measure, cut and thread pipe, assemble pipe sections and hang or lay assemblies in
position.
(9) Lay and join PVC, iron and other types of pipe.
(10) Maintain and repair interior plumbing waste lines, mixing, ball check, waste, and
overflow valves, water coolers and flow masters.
(11) Replace bolts, pipe hangers, strainers and drain covers that are damaged or missing.
(12) Inspect and provide preventive maintenance for sluggish drainage in sinks, wash basins,
tubs and showers, floor drains, urinals, commodes and other drains.
(13) Tighten mounted bolts on urinal flush valves. Replace seats as necessary.
(14) Repair piping, fittings and fixtures having defective parts and connections and test for
leaks.
(15) Perform major repairs and overhaul work on pumps (i.e. dis-assemble pumps, replace
worn impellers, shafts, bearings, gland seals etc. as necessary), connect all inter connecting
piping from pumping systems to service lines, replace check valves and pressure gauges.
(16) Perform repair and overhaul work on components in water circulating pumps.
(17) Install, remove, repair and maintain piping and equipment insulation.
(18) Maintain continuous records of water consumption for inspection by the COR at any
time; such records to remain the property of the US Government were applicable.
OTHER MECHNICAL
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Inspect/replace/recharge all fire extinguishers once every six months for proper operation and reporting the results to the COR. The date of each inspection will be stamped on the tag attached to each piece of equipment. Clean and sanitize water dispensers a minimum of once every (3) months with Milton, Water Guard or other branded sanitizer as approved by the COR. CLEANING AND REPAIR OF ROOF GUTTERS
The Contractor shall be responsible for cleaning the gutters to the roof of the following buildings. These buildings are as follows: Block A, B, C, the CAC and the building for the Generator. Apart from cleaning the gutters of the aforementioned buildings to ensure they are free from debris, the contractor also has to ensure that all the gutters are in good order, any cracks and disconnection must be properly made good. The contractor shall repair all leaks in the roof be it concrete or made from corrugated sheets. All water proofing materials to concrete roofs must be inspected annually and replaced if needed. Visibly/esthetic damage to concrete and wall strictures must be maintained. SERVICE CALLS
The Contractor will receive, respond to, complete all service calls required by the US Government as specified herein. a) General Service Call Requirements
The US Government may transmit Service call to the Contractor for Service Calls orally, by email, by creation of a work order by a US Government employee or representative. All US Government issued service calls will be received by the contractor, issued to contractor technicians to accomplish the requested services and closed in a timely manner once all service call requirements have been completed. Service calls are defined as unscheduled building related problems. Examples include, but are not limited to taking measures to respond to and correct building related deficiencies such as malfunctioning AC systems resulting in hot/cold complaints, miscellaneous electrical, plumbing, architectural, carpentry and structural system repairs, repair of burnt printed circuit boards, painting etc. The Contractor will respond to and correct these problems as specified herein, including any needed repairs. Service calls may also include technical assistance and other miscellaneous work requirements as required by the COR. Service Calls are brief in scope and do not usually require detailed job planning. b) Service Call Reception
(1) Service Call Reception During Regular Working Hours
The US Government may transmit Service Call work orders to the Contractor orally or by email, The Contractor will perform Service Call reception Monday through Thursday during the hours of 7:30 am 5:00 pm and Friday 7:30 am through 1:30pm. The contractor will classify each call in accordance with the definitions provided below. If the call is classified as Emergency, or Urgent, the US Government will immediately notify the Contractor by phone that an emergency situation exists.
(2) Service Call Reception After Normal US Government Working Hours
At the start of contract, the Contractor will provide the COR with the current number of the contractor liaison person who would be responsible for receiving all service call and also to schedule and direct the contractor work force to accomplish a given service request. The details
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of an alternate will also be provided should the primary contact be unavailable due to personal circumstances. c) Service Call Classification, Response and Completion
Service call response times and completion times are shown below and summarized in the associated Table. The US Government reserves the right to make the final determination on all service call classifications.
(1) Emergency Service Calls
Emergency Service Calls consist of correcting failures on equipment or structures which would immediately threaten personnel, property and may result in a work stoppage until the support service or repair work is successfully completed. Examples include, broken water pipes, electrical outages, AC outages on critical equipment, clogged drains where sewage backup/overflow exists, inoperable pumps, electrical hazards which may cause fire or shock, repairs to critical mechanical systems, roof leaks which creates an unsafe condition. The Contractor must provide an Emergency number that will be monitored 24/7 and someone will respond immediately and be on the job site and working within 30 minutes during working hours and 2 hours during weekend after receipt of an Emergency Service Call. The Contractor will work continuously without interruption and will correct or secure the emergency condition before departing the job site. All work on the service call will be completed in two calendar days or less.
(2) Urgent Service Calls
Urgent Service Calls correct failures which do not immediately threaten personnel, property or missions, but which could soon inconvenience and/or affect the health of personnel, lead to property damage, increase the risk of equipment failure or lead to disruptions in operations. The Contractor will respond and be on the job site and working within 2 working hours during working hours and 4 hours during weekends after receipt of an Urgent Service Call, when the call is received during regular working hours. Once begun, the work will be performed to completion and must be completed within 3 calendar days.
(3) Routine Service Calls
Service Calls will be classified as Routine when the work does not qualify as an Emergency or Urgent call as directed by the COR. Examples of Routine Service Calls include: loose baseboard trim, dripping faucets, broken floor and ceiling tiles, damaged dry wall, etc. Calls will be completed within 5 calendar days of receipt of the routine service call.
Service Call Response/Completion Requirements
Service Call Classification
Response/Completion
Emergency Respond within 30 minutes of notification and work to complete or contain the emergency (complete work within 2 calendar days)
Urgent Respond within 2 hours of notification during normal work hours (complete work within 3 work days)
Routine Respond to customer within one work day of notification received (complete work within 5 work days)
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TYPE OF CONTRACT
This will be a firm fixed price contract. MONTHLY REPORT
By the 10th day of every month, the Contractor will submit to COR a monthly building maintenance report documenting accomplished or ongoing tasks, difficulties or irregularities encountered, measures taken, improved conditions, repairs or services needed (including those beyond the Contractor 's responsibilities), recommendations and other matters related to operation and maintenance of the buildings and facilities covered by this contract. The Contractor is expected to purchase and utilize a Work Order System software which tracks all (current and pending) work orders. This software will remain the property of the Contractor, however the contents will remain the property of the US Government. The monthly report should include any pertinent information and/or trends retrieved from the Work Order system. The Contractor is expected to keep records on utility consumption and operation/ maintenance/ repair of major equipment, on a daily basis, in a continuous calendar-day series: these records will remain the property of the US Government and be available for inspection by the COR at any time. INSPECTION BY US GOVERNMENT (USG)
Any goods provided and services performed under the scope of this contract may be inspected at any time by the Contracting Officer, 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 meet US Government (USG) standards. The determination of acceptable quality and standards is the sole discretion of COR The Contractor will be responsible for any corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of USG inspection. The US Government will not tolerate fraud or deliberate misrepresentation of goods and services. The discovery of any fraudulent documentation or use of substandard supplies will be reported promptly to the Contracting Officer for follow-up. Vl.1. SURVEILLANCE: The COR will receive and document all complaints from US Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action. Vl.2. STANDARD: The Contractor will submit all reports on time. The Contractor will carry out and complete aII tasks on time. Any task or service that the Contractor cannot complete on time must be explained to and approved by the COR. The COR should receive no more than one (1) customer complaint per month and no more than (4) customer complaints per year. The COR will notify the Contracting Officer of any complaints so that the Contracting Officer may take appropriate action. RESPONSIBILITY OF CONTRACTOR
A. Damage to Persons or Property
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The Contractor will be responsible for all damages to USG or Contractor property that occurs as a result of the Contractor or subcontractor carrying out this scope of work. Any injury to any Contractor employee or subcontractor will be the responsibility of the Contractor. Under no circumstances will the US Government be liable for any claim of injury by Contractor or subcontractor occurring on or off of US Government property. The Contractor will take proper safety and health precautions to protect the work, the workers, the public, and the property of others.
B. Responsibility for Work Performed
The Contractor will be responsible for all materials delivered and work performed.
C. Safety
The Contractor will provide and maintain work environments and procedures which will (1) safeguard the public and USG personnel, property, materials, supplies, and equipment exposed to Contractor operations and activities; (2) avoid interruptions of US Government operations and delays in project completion dates; and (3) control costs in the performance of this contract. For these purposes, the Contractor will: (a) Comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and occupational health, to the extent that such compliance is not inconsistent with the requirements of this contract. (b) Comply with safety measures the Contracting Officer determines to be necessary for the health and welfare of USG or Contractor staff and the general public.
D. Personnel
Removal of Personnel: The Contractor will maintain discipline at the site and at all times take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by or amongst those employed at the site and for the preservation of peace and protection of persons and property in the neighborhood of the project against the same. The Contracting Officer may require, in writing that the Contractor remove from the work any employee that the Contracting Officer deems incompetent, careless, insubordinate or otherwise objectionable, or whose continued employment on the project is deemed by the Contracting Officer to be contrary to the US Government's interests.
E. Maintenance Personnel Security Screening
Within 14 days of being awarded the contract, the Contractor will submit to the COR a list of workers and supervisors assigned to this project. All persons on this list will be screened by the USG Regional Security Office (RSO). Successful security screening is a prerequisite for anyone working for the USG. It is anticipated that security checks will take 90 days to perform. For each individual the list will include: Full Name Place and Date of Birth Current Address Identification number Any new Contractor employees or subcontractors must obtain RSO screening and approval before working on USG property. Failure to comply with USG security screening procedures may
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be considered grounds for contract termination. Once the US Government has completed the security screening and approved the applicants a badge will be provided to the individual for access to the site. This badge may be revoked at any time at the discretion of the USG. STANDARDS OF CONDUCT
(a) General. The Contractor will maintain satisfactory standards of employee
competency conduct cleanliness, appearance and integrity and will be
responsible for taking such disciplinary action with respect to employees as may
be necessary. Each Contractor employee is expected to adhere to standards of
conduct that reflect credit on themselves, their employer, and the United States
Government. The US Government, at its discretion, reserves the right to direct
the Contractor to remove an employee from the worksite. The Contractor will
replace such an employee to maintain continuity of services at no additional
cost to the US Government.
Dress Code and Personal Equipment. The Contractor's employees will wear clean,
neat and complete attire when on duty. All contractor employees and
subcontractors will wear clearly visible name badges at all times. The Contractor
will provide for each employee and subcontractor personal protective supplies as
needed to include but not be limited to gloves, protective eyewear and
overcoats/coveralls.
Neglect of duties will not be condoned. This includes sleeping while on duty,
unreasonable delays without explanation, failures to carry out assigned tasks,
conducting personal affairs during duty hours and refusing to render assistance or
cooperate in upholding the integrity of the worksite security.
Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by
words, actions, or fighting will not be condoned. Also included is participation in
disruptive activities which interfere with normal and efficient US Government
operations.
Intoxicants and Narcotics. The Contractor will not allow its employees while on duty
to possess, sell, consume, or be under the influence of intoxicants, drugs or
substances which produce similar effects.
Criminal Actions. Contractor employees may be subject to criminal actions as
allowed by law in certain circumstances. These include but are not limited to the
following actions: falsification or unlawful concealment, removal, mutilation, or
destruction of any official documents or records or concealment of material facts by
willful omission from official documents or records; unauthorized use of US
Government property, theft, vandalism, or immoral conduct; unethical or improper
use of official authority or credentials; security violations; organizing or
participating in gambling in any form; and use of weapons.
Liability
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The Contractor assumes sole and absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered in the performance of the services required under this contract. Under no circumstances will the US Government be liable for any claim of injury by Contractor or subcontractor occurring on or off of US Government property. The Contractor must show proof of insurance. CONTRACTING OFFICER REPRESENTATIVE (COR)
The Contracting Officer may designate in writing one or more USG employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee will be identified as a COR. Such designation(s) will specify the scope and limitations of the authority so delegated; provided, that the designee will 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. 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, guidance, inspections, invoice approval, and other purposes as deemed necessary by the Contracting Officer. NOTICES Any notice or request relating to this contract given by either party to the other will be in writing. Said notice or request will be mailed or delivered by hand to the other party at the address provided in the schedule of the contract. All modifications to the contract must be made in writing by the contracting officer. PERSONNEL REQUIREMENTS
The Contractor will provide adequate numbers of qualified personnel to assure satisfactory performance of the services required by this contract. Costs associated with any subcontractors utilized by contractor will be borne by contractor. The Contractor will be responsible for providing qualified technicians (with at least one of each trade at the journey-man level or equivalent) with relevant, documented experience of more than 3 years to meet the minimum requirements established below to perform maintenance services. Helper positions do not need to meet this 3 year minimum requirement. The minimum acceptable personnel qualifications for the positions are shown below:
(1) Project Manager
The Contractor will provide an English speaking project manager who will supervise the Contractor's workforce and be the Contractor's liaison with CDC. The Project Manager will be available on-site from 7:30 am to 5:00 pm Monday-Thursday, and 7:30am to 1:30pm Friday and at any other times required to effectively manage all contract work. During normal US Government working hours, the Project Manager will respond to questions from the COR within 30 minutes of the request.
Electrician
Must understand the theory and the practical aspects of application, operation and maintenance of electrical systems and equipment. Must be knowledgeable of general maintenance and troubleshooting processes and the basic tools required. Capable of reading
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and interpreting motor control drawings, drawing a block diagram of feedback circuits and labeling the components, and calculating the requirements of conductors and devices used in motor circuits. Knowledgeable of switchgear operation, power circuit breakers, methods used to accurately protect relays of various types. Must be capable of accomplishing work in accordance with accepted methods and techniques of the trade. Must be able to diagnosis problems quickly and accurately, and recommend and effect required solutions. Must hold a professional license in the trade; experience may be substituted. Minimum of three years practical experience in the installation, rehabilitation, maintenance and repair of electrical and power distribution systems.
Air Conditioning Technician
Must be capable of reading and following shop drawings, laying out and assembling major components of refrigeration and air conditioning equipment, including cold storage and food storage facilities. Knowledgeable of basic ventilation requirements and air distribution and cleaning techniques. Skilled in use of hand tools of the trade. Knowledgeable of fire and safety regulations for safeguarding personnel, material and equipment. Must hold a professional license in the trade; experience may be substituted. Minimum of three years practical experience in the installation, rehabilitation, maintenance and repairing of heating, ventilation and air conditioning systems.
General Technician
Must be familiar with appliances such as microwave oven, water dispensers, freezers, refrigerators, fans, etc. Must be thoroughly familiar with standard appliance codes and practices, capable of accomplishing work in accordance with accepted methods and techniques of the plumbing trade. Must be able to diagnoses problems quickly and accurately and recommend and effect required solutions. Must be knowledgeable in the use of special tools and equipment. Must be capable of reading and following manuals of the various appliances. Skilled in use of hand tools of the trade. Must be experienced and competent in the performance of such services and will possess the appropriate license. A minimum of three years practical experience in the installation, maintenance and repair of appliances. Must be able to speak English at least a level 2 (limited working proficiency). Must be familiar with the metropolitan Gaborone area so as to know alternate routes should primary routes be impassable or otherwise not the best alternative at any given time.
Plumber
Must be familiar with systems distribution and flow capacities in both potable and sanitary applications. Must be knowledgeable of PVC, copper, galvanized, black pipe and cast iron installations. Must be thoroughly familiar with standard plumbing codes and practices, capable of accomplishing work in accordance with accepted methods and techniques of the plumbing trade. Must be able to diagnoses problems quickly and accurately and recommend and effect required solutions. Must be knowledgeable in the use of special tools and equipment, such as gas leak and safety equipment, water main tapping equipment, etc.
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Must hold a professional license in the trade; experience may be substituted. A minimum of three years practical experience in the installation, rehabilitation, maintenance and repair of plumbing systems.
Carpenter
Ability to read drawings and apply basic concepts used in construction and maintenance. Must be familiar with the concepts involved in the construction and repair of wooden structures, roof building and stair building, and interior woodwork and trim. Must be knowledgeable of methods for performing framing tasks and other rough carpentry jobs. Must be knowledgeable of the concepts contained in the major building codes used in the industry. Must possess an understanding of various types of woods and wood substitute materials and their properties and characteristics. Must be knowledgeable of the preparatory steps for general maintenance and troubleshooting, and the tools required. Must be a graduate of an approved/accredited apprentice program that provided formal instruction in the carpentry trade or have a minimum of three years’ experience as an apprentice carpenter or have a journeyman carpentry license.
Mason
Ability to read drawings and apply basic concepts used in construction and maintenance. Ability to identify and select proper hand or power tools for a particular task. Must be familiar with the concepts involved in the construction and repair of masonry structures and finishes. Must be knowledgeable of methods for performing formwork tasks and other rough carpentry jobs. Must be knowledgeable of the concepts contained in the major building codes in the industry. Must possess an understanding of various types of masonry units, concrete types and substitute materials, and their properties and characteristics. Must be knowledgeable of the preparatory steps for general maintenance and troubleshooting, and the tools required. Must be a graduate of an approved/ accredited apprentice program that provided formal instructions in the masonry trade or have a minimum of three years’ experience as an apprentice mason.
Painter
Knowledge of surface peculiarities and types of paint required for different applications; must have completed a formal apprenticeship program or minimum of 3 years of experience. XI. Contractor Furnished Property The Contractor will provide all equipment, materials, supplies, and clothing required to perform the basic and additional services as specified in this contract. The Contractor will maintain sufficient parts and equipment for all Contractor furnished materials to ensure uninterrupted provision of services as required by the contract. Performance of this contract requires the Contractor to provide all equipment to include but not limited to table saw, jointer , planer, cutting torches, welding machine, refrigerant gas recovery equipment, refrigerant system evacuation vacuum pump, and refrigerant mechanics
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gauge set. All Contractor tools and equipment located onsite remain the responsibility of the Contractor and the US Government holds no liability for loss or damage All required transportation to and from the various sites for the performance of this contract is the responsibility of the Contractor. The Contractor will provide all transportation required to obtain Contractor furnished expendable supplies.
Attachment 1 Technical Exhibit, Facility Components and Equipment
NOTE: Equipment inventory is not all inclusive. Minor components and devices incorporated into the “system” are not necessarily itemized. This addendum contains an inventory of equipment and appliances that should be listed in the statement of works. INVENTORY OF AIR-CONDITIONERS IN BLOCK A
Room number AC size to be installed Make
Reception 12 BTU LG
RM 1 12 BTU LG
RM 2 12 BTU LG
RM 3 12 BTU LG
RM 4 12 BTU LG
RM 5 12 BTU LG
RM 6 24 BTU LG
RM 7 12 BTU LG
RM 7A 18 BTU LG
RM 7B 12 BTU LG
RM 8 12 BTU Gree
RM 9 18 BTU LG
RM 10 12 BTU LG
RM 11 12BTU LG
24 BTU Samsung
RM 12 6no. 24BTU 1no.Carrier air curtin
Carrier
RM 18 12 BTU LG
RM 19 12 BTU LG
RM 20 24 BTU LG
RM 21 12 BTU LG
RM 22 12 BTU LG
RM 23 12 BTU LG
RM 24 12 BTU LG
Rm 24 12 BTU LG
RM 24A 12 BTU LG
RM 24B 12 BTU LG
RM 25 18 BTU LG
RM 25A 12 BTU LG
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RM 25B 12 BTU Samsung
RM 26 18 BTU LG
18 BTU LG
RM 26A 12 BTU LG
RM 26B 12 BTU LG
RM 27 12 BTU LG
18 BTU LG
RM 28 18 BTU LG
RM 28A 12 BTU LG
RM. 17 12BTU Panasonic
17B 12BTU Samsung
17B 12BTU Samsung
17C 12BTU Panasonic
14 9BTU LG
INVENTORY OF AIR-CONDITIONERS BLOCK B This includes both ground and first floor. Ground floor rooms are numbered from RM. 101 to Rm. 119.
Room Number AC size to be installed Make
Rm. 107a 12 BTU LG
Rm. 108 12 BTU LG
Rm. 109 12 BTU LG
Rm 110 12 BTU LG
Rm. 111 12 BTU LG
Rm. 112 12 BTU LG
Rm. 113 12 BTU LG
Rm. 114 9 BTU LG
Rm. 115 12 BTU LG
Rm. 116 12 BTU LG
Rm. 117 12 BTU LG
Rm 118 12 BTU LG
Rm. 119 12 BTU LG
Rm. 201 12 BTU LG
Rm 202 12 BTU LG
Rm. 203 12 BTU LG
Rm. 204 12 BTU LG
Rm. 205 12 BTU LG
Rm. 206 12 BTU LG
Rm 207 12 BTU LG
Rm. 208 12 BTU LG
Rm 209 12 BTU LG
Rm. 210 12 BTU LG
Rm. 211 12 BTU LG
Rm. 212 12 BTU LG
Rm. 213 12 BTU LG
Rm. 214 12 BTU LG
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Rm. 215 12 BTU LG
Rm. 216 12 BTU LG
Rm. 217 12 BTU LG
Rm. 218 12 BTU LG
Rm. 219 12 BTU LG
Please note there is additional 6nos of 12 BTU LG split units in five vacant offices and
one store room.
BLOCK C
Room AC size to be installed Make
Main Storage 18 BTU LG
Storage # 2 2 x nos. 18 BTU LG
Storage # 3 2 x nos. 24 BTU LG
IT Storage 18 BTU LG
INVENTORY FOR SMALL MECHANICAL ITEMS
4nos refrigerators
3nos. Microwave oven
4nos. drinking water fountain
Ice maker
Electric stove and oven
INVENTORY FOR PLUMBLING AND BUILDERS’S WORK We have a total of 48 toilets out of these 40 toilets are for individual offices in Block B and each toilet contains a 1 bathtub, 1 water closet and 1 wash hand basin. Block C houses two toilets and each consist of a urinal, 1 water closet and a wash hand basin. The other six toilets are communal and they consist of three female and three male toilets. Each of the female toilets consist of two water closets, two wash hand basin SHE bean and extractor fan. The male toilets consist of two urinals, one water closet, two wash hand basin and one extractor fan. Please note that items under builders work include but not limited to routine replacement of water proofing materials in both Block A and B and repairs to leaking roofs. Housekeeping includes regular cleaning of gutters to Block A, B and C. INVENTORY OF ITEMS CURRENTLY UNDER WARRANTY AND NOT INCLUDED IN THE SCOPE OD WORK
ELECTRIC GENERATOR
The Generator is under warranty up until January 22, 2018. Although generator maintenance is not being included in the original scope of work, it will be necessary for contractor to familiarize
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itself on safe operation and shut down to ensure electrical maintenance and continuity can take place.
FIRE ALARM / MASS NOTIFICATION SYSTEM
The fire alarm and mass notification system is still under warranty for the next two years. The warranty elapses in June of 2019.
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SECTION I
CONTRACT CLAUSES
I.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
52.202-1 DEFINITIONS (NOV 2013)
52.203-3 GRATUITIES (APR 1984)
52.203-5 COVENANT AGAINST CONTINGENT FEES (MAY 2014)
52.203-6 RESTRICTIONS ON SUBCONTRACTOR SALES TO THE
GOVERNMENT (SEPT 2006)
52.203-7 ANTI-KICKBACK PROCEDURES (MAY 2014)
52.203-8 CANCELLATION, RESCISSION, AND RECOVERY OF FUNDS FOR
ILLEGAL OR IMPROPER ACTIVITY (MAY 2014)
52.203-10 PRICE OR FEE ADJUSTMENT FOR ILLEGAL OR IMPROPER
ACTIVITY (MAY 2014)
52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE
CERTAIN FEDERAL TRANSACTIONS (OCT 2010)
52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND
REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER
RIGHTS (APR 2014)
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52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON
POSTCONSUMER FIBER CONTENT PAPER (MAY 2011)
52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR
PERSONNEL (JAN 2011)
52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER
SUBCONTRACT AWARDS (OCT 2015)
52.204-12 DATA UNIVERSAL NUMBERING SYSTEM NUMBER
MAINTENANCE (DEC 2012)
52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE
(JULY 2013)
52.204-18 COMMERCIA LAND GOVERNMENT ENTITY CODE
MAINTENANCE (JUL 2016)
52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND
CERTIFICATIONS (DEC 2014)
52.209-6 PROTECTING THE GOVERNMENT'S INTEREST WHEN
SUBCONTRACTING WITH CONTRACTORS DEBARRED,
SUSPENDED, OR PROPOSED FOR DEBARMENT (OCT 2015)
52.215-2 AUDIT AND RECORDS - NEGOTIATION (OCT 2010)
52.215-8 ORDER OF PRECEDENCE - UNIFORM
CONTRACT FORMAT (OCT 1997)
52.215-11 PRICE REDUCTION FOR DEFECTIVE CERTIFIED
COST OR PRICING DATA – MODIFICATIONS ( AUG 2011)
52.215-13 SUBCONTRACTOR CERTIFIED COST OR PRICING
DATA – MODIFICATIONS (OCT 2010)
52.215-21 REQUIREMENTS FOR COST OR PRICING DATA
OR PRICING DATA OR INFORMATION OTHER
THAN COST OR PRICING DATA-MODIFICATIONS (OCT 2010)
52.216-7 ALLOWABLE COST AND PAYMENT (JUNE 2013)
52.222-1 NOTICE TO THE GOVERNMENT OF LABOR DISPUTES (FEB
1997)
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52.222-19 CHILD LABOR – COOPERATION WITH
AUTHORITIES AND REMEDIES (FEB 2016)
52.222-50 COMBATTING TRAFFICKING IN PERSONS (APR 2015)
52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT
MESSAGING WHILE DRIVING (AUG 2011)
52.225-13 RESTRICTIONS ON CERTAIN FOREIGN PURCHASES (FEB 2008)
52.225-14 INCONSISTENCY BETWEEN ENGLISH
VERSION AND TRANSLATION OF CONTRACT (FEB 2000)
52.228-3 WORKERS’ COMPENSATION INSURANCE (Defense Base Act) (JUL
2014)
52.228-5 INSURANCE-WORK ON A GOVERNMENT
INSTALLATION (FEB 2016)
52.228-11 PLEDGES OF ASSETS (JAN 2012)
52.228-13 ALTERNATIVE PAYMENT PROTECTION (JUL 2000)
52.228-14 IRREVOCABLE LETTERS OF CREDIT (NOV 2014)
52.229-6 TAXES - FOREIGN FIXED-PRICE CONTRACTS (FEB 2013)
52.229-7 TAXES- FIXED PRICE CONTRACTS WITH FOREIGN
GOVERNMENTS (FEB 2013)
52.232-1 PAYMENTS ( APR 1984)
52.232-5 PAYMENTS UNDER FIXED-PRICE CONSTRUCTION
CONTRACTS (SEPT 2002) (applicable to individual delivery orders)
52.232-8 DISCOUNTS FOR PROMPT PAYMENT (FEB 2002)
52.232-17 INTEREST (MAY 2014)
52.232-18 AVAILABILITY OF FUNDS (APR 1984)
52.232-22 LIMITATIONS OF FUNDS (JUNE 2013)
52.232-25 PROMPT PAYMENT (JAN 2017)
33
52.232-27 PROMPT PAYMENT FOR CONSTRUCTION CONTRACT
(JAN 2017) (applicable to individual delivery orders)
52.232-28 ELECTRONIC FUNDS TRANSFER PAYMENT
METHODS (APR 1989)
52.232-32 PERFORMANCE-BASED PAYMENTS (APR 2012)
52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER -
SYSTEM FOR AWARD MANAGEMENT (JULY 2013)
52.232-34 PAYMENT BY EFT – OTHER THAN SAM (JULY 2013)
52.232-40 PROVIDING ACCLERATED PAYMENTS TO SMALL BUSINESS
SUBCONTRACTORS (DEC 2013)
52.233-1 DISPUTES (MAY 2014), Alternate I (DEC 1991)
52.233-3 PROTEST AFTER AWARD (AUG 1996)
52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT
CLAIM (OCT 2004)
52.236-2 DIFFERING SITE CONDITIONS (APR 1984)
52.236-3 SITE INVESTIGATIONS AND CONDITIONS
AFFECTING THE WORK (APR 1984)
52.236-5 MATERIAL AND WORKMANSHIP (APR 1984)
52.236-6 SUPERINTENDENCE BY THE CONTRACTOR (APR 1984)
52.236-7 PERMITS AND RESPONSIBILITIES (NOV 1991)
52.236-8 OTHER CONTRACTS (APR 1984)
52.236-9 PROTECTION OF EXISTING VEGETATION, STRUCTURES
EQUIPMENT, UTILITIES, AND IMPROVEMENTS (APR 1984)
52.236-10 OPERATIONS AND STORAGE (APR 1984)
52.236-11 USE AND POSSESSION PRIOR TO COMPLETION (APR 1984)
52.236-12 CLEANING UP (APR 1984)
34
52.236-14 AVAILABILITY AND USE OF UTILITY SERVICES (APR 1984)
52.236-15 SCHEDULES FOR CONSTRUCTION CONTRACTS (APR 1984)
52.236-21 SPECIFICATIONS AND DRAWINGS FOR
CONSTRUCTION (FEB 1997)
52.236-26 PRECONSTRUCTION CONFERENCE (FEB 1995)
52.237-3 CONTINUITY OF SERVICES (JAN 1991)
52.242-13 BANKRUPTCY (JULY 1995)
52.243-1 CHANGES - FIXED-PRICE (AUG 1987) – Alternate II (APR 1984)
52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS (JAN 2017)
52.245-1 GOVERNMENT PROPERTY (JAN 2017)
52.245-2 GOVERNMENT PROPERTY INSTALLATION OPERATION
SERVICES (APR 2012)
52.245-9 USE AND CHARGES (APR 2012)
52.246-17 WARRANTY OF SUPPLIES OF A NONCOMPLEX NATURE
(JUNE 2003)
52.246-21 WARRANTY OF CONSTRUCTION (APR 1984)
52.248-1 VALUE ENGINEERING (OCT 2010)
52.249-4 TERMINATION FOR CONVENIENCE OF THE
GOVERNMENT (SERVICES) (SHORT FORM) (APR 1984)
52.249-8 DEFAULT (FIXED-PRICE SUPPLY AND SERVICE) (APR 1984)
52.249-14 EXCUSABLE DELAYS (APR 1984)
52.253-1 COMPUTER GENERATED FORMS (JAN 1991)
(The following clause is applicable to repairs negotiated under individual task orders)
52.249-10 DEFAULT (FIXED PRICE CONSTRUCTION) (APR 1984)
I.2 FAR Clauses Included in Full Text.
35
52.203-8 CANCELLATION, RESCISSION, AND RECOVERY OF FUNDS FOR
ILLEGAL OR IMPROPER ACTIVITY (JAN 1997)
(a) If the Government receives information that a contractor or a person has
engaged in conduct constituting a violation of subsection (a), (b), (c), or (d) of Section 27
of the Office of Federal Procurement Policy Act (41 U.S.C. 423 (The Act)), as amended
by section 4304 of the 1996 National Defense Authorization Act for Fiscal Year 1996
(Public Law 104-106), the Government may-
(1) Cancel the solicitation, if the contract has not yet been awarded or
issued; or
(2) Rescind the contract with respect to which-
(i) The Contractor or someone acting for the Contractor has been
convicted for an offense where the conduct constitutes a violation
of subsection 27(a) or (b) of the Act for the purpose of either-
(A) Exchanging the information covered by such subsections
for anything of value; or
(B) Obtaining or giving anyone a competitive advantage in the
award of a Federal agency procurement contract; or
(ii) The head of the contracting activity has determined, based upon
a preponderance of the evidence, that the Contractor or someone
acting for the Contractor has engaged in conduct constituting an
offense punishable under subsections 27(e)(1) of the Act.
(b) If the Government rescinds the contract under paragraph (a) of this clause, the
Government is entitled to recover, in addition to any penalty prescribed by law, the
amount expended under the contract.
(c) The rights and remedies of the Government specified herein are not exclusive,
and are in addition to any other rights and remedies provided by law, regulation, or under
this contract.
I.3 52.216-18 ORDERING (OCT 1995)
(a) Any supplies and services to be furnished under this contract shall be
ordered by issuance of delivery orders or task orders by the individuals or activities
designated in the Schedule. Such orders may be issued from date of award through base
period or option periods if exercised. See F.
(b) All delivery orders or task orders are subject to the terms and conditions of
this contract. In the event of conflict between a delivery order or task order and this
contract, the contract shall control.
36
(c) If mailed, a delivery order or task order is considered "issued" when the
Government deposits the order in the mail. Orders may be issued orally, by facsimile, or
by electronic commerce methods only if authorized in the Schedule.
I.4 52.216-19 ORDER LIMITATIONS (OCT 1995)
(a) Minimum order. When the Government requires supplies or services
covered by this contract in an amount of less than P100.00 the Government is not
obligated to purchase, nor is the Contractor obligated to furnish, those supplies or
services under the contract.
(b) Maximum order. The Contractor is not obligated to honor--
(1) Any order for a single item in excess of BWP200, 000. 00
(2) Any order for a combination of items in excess of BWP200,
000.00; or
(3) A series of orders from the same ordering office within 2 days that
together call for quantities exceeding the limitation in subparagraph (1) or (2) above.
(c) If this is a requirements contract (i.e., includes the Requirement clause at
subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is
not required to order a part of any one requirement from the Contractor if that
requirement exceeds the maximum-order limitations in paragraph (b) above.
((d) Notwithstanding paragraphs (b) and (c) above, the Contractor shall honor
any order exceeding the maximum order limitations in paragraph (b), unless that order (or
orders) is returned to the ordering office within 4 days after issuance, with written notice
stating the Contractor's intent not to ship the item (or items) called for and the reasons.
Upon receiving this notice, the Government may acquire the supplies or services from
another source.
I.5. 52.216-22 INDEFINITE QUANTITY (OCT 1995)
(a) This is an indefinite-quantity contract for the supplies or services
specified, and effective for the period stated, in the Schedule. The quantities of supplies
and services specified in the Schedule are estimates only and are not purchased by this
contract.
(b) Delivery or performance shall be made only as authorized by orders issued
in accordance with the Ordering clause. The Contractor shall furnish to the Government,
when and if ordered, the supplies or services specified in the Schedule up to and
including the quantity designated in the Schedule as the "maximum." The Government
37
shall order at least the quantity of supplies or services designated in the Schedule as the
"minimum."
(c) Except for any limitations on quantities in the Deliver-Order Limitations
clause or in the Schedule, there is no limit on the number of orders that may be issued.
The Government may issue orders requiring delivery to multiple destinations or
performance at multiple locations.
(d) Any order issued during the effective period of this contract and not
completed within that period shall be completed by the Contractor within the time
specified in the order. The contract shall govern the Contractor's and Government's rights
and obligations with respect to that order to the same extent as if the order were
completed during the contract's effective period; provided, that the Contractor shall not be
required to make any deliveries under this contract after one year beyond the contract’s
effective period.
I.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)
The Government may require continued performance of any services within the
limits and at the rates specified in the contract. The option provision may be exercised
more than once, but the total extension of performance hereunder shall not exceed 6
months. The Contracting Officer may exercise the option by written notice to the
Contractor within the performance period of the contract.
I.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT
(MAR 2000)
(a) The Government may extend the term of this contract by written notice to the
Contractor within the performance period of the contract or within 30 days after funds for
the option year become available, whichever is later.
(b) If the Government exercises this option, the extended contract shall be considered to
include this option clause.
(c) The total duration of this contract, including the exercise of any options under this
clause, shall not exceed 24 months or 2 years (months) (years).
I.8 RESERVED
I.10 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR
(APR 1984)
Funds are not presently available for performance under this contract beyond
September 30 of the current calendar year. The Government's obligation for performance
38
of this contract beyond that date is contingent upon the availability of appropriated funds
from which payment for contract purposes can be made. No legal liability on the part of
the Government for any payment may arise for performance under this contract beyond
September 30 of the current calendar year, until funds are made available to the
Contracting Officer for performance and until the Contractor receives notice of
availability, to be confirmed in writing by the Contracting Officer.
DEPARTMENT OF STATE ACQUISITION REGULATION (DOSAR) CLAUSES:
I.11 DOSAR 652.204-70 DEPARTMENT OF STATE PERSONAL
IDENTIFICATION CARD ISSUANCE PROCEDURES (MAY 2011)
(a) The Contractor shall comply with the Department of State (DOS) Personal
Identification Card Issuance Procedures for all employees performing under this contract
who require frequent and continuing access to DOS facilities, or information systems.
The Contractor shall insert this clause in all subcontracts when the subcontractor’s
employees will require frequent and continuing access to DOS facilities, or information
systems.
(b) The DOS Personal Identification Card Issuance Procedures may be accessed at
http://www.state.gov/m/ds/rls/rpt/c21664.htm.
(End of clause)
I.12 652.243-70 NOTICES (AUG 1999)
Any notice or request relating to this contract given by either party to the other shall be
in writing. Said notice or request shall be mailed or delivered by hand to the other party at
the address provided in the schedule of the contract. All modifications to the contract
must be made in writing by the Contracting Officer.
I.13 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)
(a) The Contractor warrants the following:
(1) That is has obtained authorization to operate and do business in the
country or countries in which this contract will be performed;
(2) That is has obtained all necessary licenses and permits required to
perform this contract; and,
(3) That it shall comply fully with all laws, decrees, labor standards, and
regulations of said country or countries during the performance of this
contract.
(b) If the party actually performing the work will be a subcontractor or joint
venture partner, then such subcontractor or joint venture partner agrees to the
requirements of paragraph (a) of this clause.
39
I.14 652.216-70 ORDERING-INDEFINITE-DELIVERY CONTRACT (APR 2004)
The Government shall use one of the following forms to issue orders under this contract:
(a) The Optional Form 347, Order for Supplies or Services, and Optional Form 348,
Order for Supplies or Services Schedule - Continuation; or,
(b) The DS-2076, Purchase Order, Receiving Report and Voucher, and DS-2077,
Continuation Sheet.
I.15 652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND
ADMINISTRATIVE LEAVE (APR 2004)
(a) The Department of State observes the following days as holidays:
New Year’s Day
Martin Luther King’s Birthday
Washington’s Birthday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
Any other day designated by Federal law, Executive Order, or
Presidential Proclamation and all local designated holidays by the
local laws.
(b) When any such day falls on a Saturday or Sunday, the following Monday is
observed. Observance of such days by Government personnel shall not be cause for
additional period of performance or entitlement to compensation except as set forth in the
contract. If the Contractor’s personnel work on a holiday, no form of holiday or other
premium compensation will be reimbursed either as a direct or indirect cost, unless
authorized pursuant to an overtime clause elsewhere in this contract.
(c) When the Department of State grants administrative leave to its Government
employees, assigned Contractor personnel in Government facilities shall also be
dismissed. However, the Contractor agrees to continue to provide sufficient personnel to
perform round-the-clock requirements of critical tasks already in operation or scheduled,
and shall be guided by the instructions issued by the Contracting Officer or his/her duly
authorized representative.
40
(d) For fixed-price contracts, if services are not required or provided because the
building is closed due to inclement weather, unanticipated holidays declared by the
President, failure of Congress to appropriate funds, or similar reasons, deductions will be
computed as follows:
(1) The deduction rate in dollars per day will be equal to the per month
contract price divided by 21 days per month.
(2) The deduction rate in dollars per day will be multiplied by the number
of days services are not required or provided.
If services are provided for portions of days, appropriate adjustment will
be made by the Contracting Officer to ensure that the Contractor is
compensated for services provided.
(e) If administrative leave is granted to Contractor personnel as a result of
conditions stipulated in any “Excusable Delays” clause of this contract, it will be without
loss to the Contractor. The cost of salaries and wages to the Contractor for the period of
any such excused absence shall be a reimbursable item of direct cost hereunder for
employees whose regular time is normally charged, and a reimbursable item of indirect
cost for employees whose time is normally charged indirectly in accordance with the
Contractor’s accounting policy.
I.16 652.225-71 SECTION 8(A) OF THE EXPORT ADMINISTRATION ACT OF
1979, AS AMENDED (AUG 1999)
(a) Section 8(a) of the U.S. Export Administration Act of 1979, as amended (50
U.S.C. 2407(a)), prohibits compliance by U.S. persons with any boycott fostered by a
foreign country against a country which is friendly to the United States and which is not
itself the object of any form of boycott pursuant to United States law or regulation. The
Boycott of Israel by Arab League countries is such a boycott, and therefore, the following
actions, if taken with intent to comply with, further, or support the Arab League Boycott
of Israel, are prohibited activities under the Export Administration Act:
(1) Refusing, or requiring any U.S. person to refuse to do business with or
in Israel, with any Israeli business concern, or with any national or resident
of Israel, or with any other person, pursuant to an agreement of, or a
request from or on behalf of a boycotting country;
(2) Refusing, or requiring any U.S. person to refuse to employ or
otherwise discriminating against any person on the basis of race, religion,
sex, or national origin of that person or of any owner, officer, director, or
employee of such person;
41
(3) Furnishing information with respect to the race, religion, or national
origin of any U.S. person or of any owner, officer, director, or employee of
such U.S. person;
(4) Furnishing information about whether any person has, has had, or
proposes to have any business relationship (including a relationship by
way of sale, purchase, legal or commercial representation, shipping or
other transport, insurance, investment, or supply) with or in the State of
Israel, with any business concern organized under the laws of the State of
Israel, with any Israeli national or resident, or with any person which is
known or believed to be restricted from having any business relationship
with or in Israel;
(5) Furnishing information about whether any person is a member of, has
made contributions to, or is otherwise associated with or involved in the
activities of any charitable or fraternal organization which supports the
State of Israel; and,
(6) Paying, honoring, confirming, or otherwise implementing a letter of
credit which contains any condition or requirement against doing business
with the State of Israel.
(b) Under Section 8(a), the following types of activities are not forbidden
``compliance with the boycott,'' and are therefore exempted from Section 8(a)'s
prohibitions listed in paragraphs (a)(1)-(6) above:
(1) Complying or agreeing to comply with requirements:
(i) Prohibiting the import of goods or services from Israel or
goods produced or services provided by any business concern
organized under the laws of Israel or by nationals or residents of
Israel; or,
(ii) Prohibiting the shipment of goods to Israel on a carrier of
Israel, or by a route other than that prescribed by the boycotting
country or the recipient of the shipment;
(2) Complying or agreeing to comply with import and shipping document
requirements with respect to the country of origin, the name of the carrier
and route of shipment, the name of the supplier of the shipment or the
name of the provider of other services, except that no information
knowingly furnished or conveyed in response to such requirements may be
stated in negative, blacklisting, or similar exclusionary terms, other than
with respect to carriers or route of shipments as may be permitted by such
42
regulations in order to comply with precautionary requirements protecting
against war risks and confiscation;
(3) Complying or agreeing to comply in the normal course of business
with the unilateral and specific selection by a boycotting country, or
national or resident thereof, of carriers, insurance, suppliers of services to
be performed within the boycotting country or specific goods which, in the
normal course of business, are identifiable by source when imported into
the boycotting country;
(4) Complying or agreeing to comply with the export requirements of the
boycotting country relating to shipments or transshipments of exports to
Israel, to any business concern of or organized under the laws of Israel, or
to any national or resident of Israel;
(5) Compliance by an individual or agreement by an individual to comply
with the immigration or passport requirements of any country with respect
to such individual or any member of such individual's family or with
requests for information regarding requirements of employment of such
individual within the boycotting country; and,
(6) Compliance by a U.S. person resident in a foreign country or
agreement by such person to comply with the laws of that country with
respect to his or her activities exclusively therein, and such regulations
may contain exceptions for such resident complying with the laws or
regulations of that foreign country governing imports into such country of
trademarked, trade named, or similarly specifically identifiable products,
or components of products for his or her own use, including the
performance of contractual services within that country, as may be defined
by such regulations.
I.17 652.229-71 PERSONAL PROPERTY DISPOSITION AT POSTS ABROAD
(AUG 1999)
Regulations at 22 CFR Part 136 require that U.S. Government employees and their
families do not profit personally from sales or other transactions with persons who are not
themselves entitled to exemption from import restrictions, duties, or taxes. Should the
Contractor experience importation or tax privileges in a foreign country because of its
contractual relationship to the United States Government, the Contractor shall observe the
requirements of 22 CFR Part 136 and all policies, rules, and procedures issued by the
chief of mission in that foreign country.
43
I.18 652.236-70 ACCIDENT PREVENTION (APR 2004)
(a) General. The Contractor shall provide and maintain work environments and
procedures which will safeguard the public and Government personnel, property,
materials, supplies, and equipment exposed to Contractor operations and activities; avoid
interruptions of Government operations and delays in project completion dates; and,
control costs in the performance of this contract. For these purposes, the Contractor shall:
(1) Provide appropriate safety barricades, signs and signal lights;
(2) Comply with the standards issued by any local government authority
having jurisdiction over occupational health and safety issues; and,
(3) Ensure that any additional measures the Contracting Officer
determines to be reasonably necessary for this purpose are taken.
(4) For overseas construction projects, the Contracting Officer shall
specify in writing additional requirements regarding safety if the work involves:
(i) Scaffolding;
(ii) Work at heights above two (2) meters;
(iii) Trenching or other excavation greater than one (1)
meter in depth;
(iv) Earth moving equipment;
(v) Temporary wiring, use of portable electric tools, or
other recognized electrical hazards. Temporary wiring and
portable electric tools require the use of a ground fault circuit
interrupter (GFCI) in the affected circuits; other electrical hazards
may also require the use of a GFCI;
(vi) Work in confined spaces (limited exits, potential for
oxygen less that 19.5 percent or combustible atmosphere, potential
for solid or liquid engulfment, or other hazards considered to be
immediately dangerous to life or health such as water tanks,
transformer vaults, sewers, cisterns, etc.);
(vii) Hazardous materials – a material with a physical or
health hazard including but not limited to, flammable, explosive,
corrosive, toxic, reactive or unstable, or any operations which
creates any kind of contamination inside an occupied building such
as dust from demolition activities, paints, solvents, etc.; or
44
(viii) Hazardous noise levels.
(b) Records. The Contractor shall maintain an accurate record of exposure data
on all accidents incident to work performed under this contract resulting in death,
traumatic injury, occupational disease, or damage to or theft of property, materials,
supplies, or equipment. The Contractor shall report this data in the manner prescribed by
the Contracting Officer.
(c) Subcontracts. The Contractor shall be responsible for its subcontractors’
compliance with this clause.
(d) Written program. Before commencing work, the Contractor shall:
(1) Submit a written plan to the Contracting Officer for implementing this
clause. The plan shall include specific management or technical procedures for
effectively controlling hazards associated with the project; and,
(2) Meet with the Contracting Officer to discuss and develop a mutual
understanding relative to administration of the overall safety program.
(e) Notification. The Contracting Officer shall notify the Contractor of any non-
compliance with these requirements and the corrective actions required. This notice,
when delivered to the Contractor or the Contractor’s representative on site, shall be
deemed sufficient notice of the non-compliance and corrective action required. After
receiving the notice, the Contractor shall immediately take corrective action. If the
Contractor fails or refuses to promptly take corrective action, the Contracting Officer may
issue an order suspending all or part of the work until satisfactory corrective action has
been taken. The Contractor shall not be entitled to any equitable adjustment of the
contract price or extension of the performance schedule on any suspension of work order
issued under this clause.
I. 19 CONTRACTOR IDENTIFICATION (JULY 2008)
Contract performance may require contractor personnel to attend meetings with
government personnel and the public, work within government offices, and/or utilize
government email.
Contractor personnel must take the following actions to identify themselves as non-
federal employees:
1) Use an email signature block that shows name, the office being supported and
company affiliation (e.g. “John Smith, Office of Human Resources, ACME
Corporation Support Contractor”);
45
2) Clearly identify themselves and their contractor affiliation in meetings;
3) Identify their contractor affiliation in Departmental e-mail and phone listings
whenever contractor personnel are included in those listings; and
4) Contractor personnel may not utilize Department of State logos or indicia on
business cards.
Proposed Work Information - Provide the following:
(1) A list of the names, addresses, and telephone numbers
of the owners, partners, and principal officers of the Offeror;
(2) The name and address of the Offeror's field
superintendent for this project; and
(3) A list of the names, addresses, and telephone numbers
of subcontractors and principal materials suppliers
to be used on the project, indicating what portions
of the work will be performed by them.
(4) Bar chart for routine maintenance indicating various portions of the
work; when work will commence and be completed in each section
Experience and Past Performance - List all contracts and subcontracts your
company has held over the past three years for the same or similar work. Provide the
following information for each contract and subcontract:
(1) Customer's name, address, and telephone numbers of
customer's lead contract and technical personnel;
(2) Contract number and type;
(3) Date of the contract award place(s) of performance, and completion
dates;
(4) Contract dollar value;
(5) Brief description of the work, including responsibilities;
(6) Comparability to the work under this solicitation;
(7) Brief discussion of any major technical problems and
their resolution;
46
(8) Method of acquisition (fully competitive, partially
competitive, or noncompetitive), and the basis for
award (cost/price, technical merit, etc.);
(9) Cost/price management history, including any cost
overruns and underruns, and cost growth and changes;
(10) Percent turnover of contract key technical personnel
per year; and
(11) Any terminations (partial or complete) and the reason (convenience or
default).
SECTION L
L.1 SUBMISSION OF OFFERS
L.1.1 General. This solicitation is for the performance of the services described
in Section C - PERFORMANCE WORK STATEMENT, and the Exhibits attached to this
solicitation.
L.1.2 Qualifications of Offerors
Offerors must be technically qualified and financially responsible to perform the
work described in this solicitation. At a minimum, each Offeror must meet the following
requirements:
(1) Supervisor must be able to understand written and spoken English;
(2) Have an established business with a permanent address and telephone
listing;
(3) Be able to demonstrate prior maintenance experience with suitable
references;
(4) Have the necessary personnel, equipment and financial resources available
to perform the work;
(5) Have all licenses and permits required by local law;
(6) Meet all local insurance requirements;
47
(7) Have the ability to obtain a performance and guarantee bond and a
payment bond, or to post adequate performance security, such as irrevocable
letters of credit or guarantees issued by a reputable financial institution;
(8) Have no adverse criminal record; and
(9) Have no political or business affiliation which could be considered
contrary to the interests of the United States.
L.1.3 Review of Documents
Each Offeror is responsible for:
(1) Obtaining a complete set of solicitation documents;
(2) Thoroughly reviewing such documents and understanding their
requirements;
(3) Visiting the project site and becoming familiar with all working
conditions, local laws and regulations; and
(4) Determining that all materials, equipment and labor required for the work
are available.
Any ambiguity in the solicitation, including specifications and contract drawings,
must be reported immediately to the Contracting Officer. Any prospective Offeror who
requires a clarification, explanation or interpretation of the contract requirements must
make a request to the Contracting Officer not less than five working days before the
closing date of the solicitation. Offerors may rely ONLY upon written interpretations by
the Contracting Officer.
L.2 SUBMISSION OF OFFERS
L.2.1 General
L.2.2 Summary of Instructions
Each offer must consist of the following physically separate volumes:
Volume Title Number of Copies
1 Executed Standard Form 1449, "Solicitation, plus Price
Proposal and completed Section B One –(1)
2 Technical Proposal Three – (3)
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The completed offer shall be hand delivered at the address indicated below.
GSO – Procurement
USA Embassy Gaborone
Government Enclave
Embassy Drive
Att. CDC/PERFAR Facility Maintenance Solicitation
(1) A list of the names, addresses, and telephone numbers
of the owners, partners, and principal officers of the Offeror;
(2) The name and address of the Offeror's field
superintendent for this project; and
(3) A list of the names, addresses, and telephone numbers
of subcontractors and principal materials suppliers
to be used on the project, indicating what portions
of the work will be performed by them.
(4) Bar chart for routine maintenance indicating various portions of the
work; when work will commence and be completed in each section
Experience and Past Performance - List all contracts and subcontracts your
company has held over the past three years for the same or similar work. Provide the
following information for each contract and subcontract:
(1) Customer's name, address, and telephone numbers of
customer's lead contract and technical personnel;
(2) Contract number and type;
(3) Date of the contract award place(s) of performance, and completion
dates;
(4) Contract dollar value;
(5) Brief description of the work, including responsibilities;
(6) Comparability to the work under this solicitation;
(7) Brief discussion of any major technical problems and
their resolution;
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(8) Method of acquisition (fully competitive, partially
competitive, or noncompetitive), and the basis for
award (cost/price, technical merit, etc.);
(9) Cost/price management history, including any cost
overruns and underruns, and cost growth and changes;
(10) Percent turnover of contract key technical personnel
per year; and
(11) Any terminations (partial or complete) and the reason (convenience or
default).
L.3 52.236-27 SITE VISIT (FEB 1995)
(a) The clauses at 52.236-2, Differing Site Conditions, and 52.236-3, Site
Investigations and Conditions Affecting the Work, will be included in any contract
awarded as a result of this solicitation. Accordingly, offerors or quoters are urged and
expected to inspect the site where the work will be performed.
(b) An organized site visit has been schedule for Wednesday October 25,
2017 at 10:00 AM. All interested participants are requested to submit the names of
their representatives limited to two per vendor to [email protected] on or
before October 23, 2017 at 4:00 PM and for further clarification vendors are also
welcome to contact Tshepiso Malabola at +267-373-2292
L.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE
(FEB 1998)
This contract incorporates the following provisions 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. The offeror is cautioned that the listed provisions may include
blocks that must be completed by the offeror and submitted with its quotation or offer. In
lieu of submitting the full text of those provisions, the offeror may identify the provision
by paragraph identifier and provide the appropriate information with its quotation or
offer. Also, the full text of a solicitation provision may be accessed electronically at this
address: http://www.statebuy.state.gov/
FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)
PROVISION TITLE AND DATE
52.204-7 SYSTEM FOR AWARD MANAGEMENT (JULY 2013)
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52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING
(JULY 2016)
52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION
REGARDING RESPONSIBILITY MATTERS (JULY 2013)
52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH
LANGUAGE (APR 1991)
52.215-1 INSTRUCTIONS TO OFFERORS—COMPETITIVE
ACQUISITION (JAN 2004)
52.215-14 INTEGRITY OF UNIT PRICES (OCT 2010)
52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS (MAR
2015)
52.236-28 PREPARATIONS FOR PROPOSALS – CONSTRUCTION (OCT 1997)
52.237-1 SITE VISIT (APR 1984)
* Offerors are reminded that this provision states that the Government may award a
contract based on initial proposals, without holding discussions.
L.6 SOLICITATION PROVISIONS INCLUDED IN FULL TEXT
52.216-1 TYPE OF CONTRACT (APR 1984)
The Government contemplates award of a combination type of contract. It is fixed price
for scheduled maintenance; indefinite delivery/indefinite quantity with fixed unit prices
for unscheduled/emergency maintenance.
52.233-2 SERVICE OF PROTEST (SEP 2006)
(a) Protests, as defined in section 33.101 of the Federal Acquisition
Regulation, that are filed directly with an agency, and copies of any protests that are filed
with the General Accounting Office (GAO), shall be served on the Contracting Officer
(addressed as follows) by obtaining written and dated acknowledgment of receipt from
(b) The copy of any protest shall be received in the office designated above
within one day of filing a protest with the GAO.
L.8. 652.206-70 Advocate for Competition/Ombudsman (FEB 2015)
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(a) The Department of State’s Advocate for Competition is responsible for assisting
industry in removing restrictive requirements from Department of State solicitations and
removing barriers to full and open competition and use of commercial items. If such a
solicitation is considered competitively restrictive or does not appear properly conducive
to competition and commercial practices, potential offerors are encouraged first to contact
the contracting office for the solicitation. If concerns remain unresolved, contact:
(1) For solicitations issued by the Office of Acquisition Management
(A/LM/AQM) or a Regional Procurement Support Office, the A/LM/AQM Advocate for
Competition, at [email protected].
(2) For all others, the Department of State Advocate for Competition at
(b) The Department of State’s Acquisition Ombudsman has been appointed to hear
concerns from potential offerors and contractors during the pre-award and post-award
phases of this acquisition. The role of the ombudsman is not to diminish the authority of
the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the
selection official. The purpose of the ombudsman is to facilitate the communication of
concerns, issues, disagreements, and recommendations of interested parties to the
appropriate Government personnel, and work to resolve them. When requested and
appropriate, the ombudsman will maintain strict confidentiality as to the source of the
concern. The ombudsman does not participate in the evaluation of proposals, the source
selection process, or the adjudication of formal contract disputes. Interested parties are
invited to contact the contracting activity ombudsman, Embassy Management Officer, at
+267-395-3982. For an American Embassy or overseas post, refer to the numbers below
for the Department Acquisition Ombudsman. Concerns, issues, disagreements, and
recommendations which cannot be resolved at a contracting activity level may be referred
to the Department of State Acquisition Ombudsman at (703) 516-1696 or write to:
Department of State, Acquisition Ombudsman, Office of the Procurement Executive
(A/OPE), Suite 1060, SA-15, Washington, DC 20520.
(End of provision)
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SECTION M
EVALUATION FACTORS FOR AWARD
M.1 EVALUATION OF PROPOSALS
M.1.1 General. To be acceptable and eligible for evaluation, proposals must be
prepared in accordance with Section L - INSTRUCTIONS, CONDITIONS AND
NOTICES TO OFFERORS, and must meet all the requirements set forth in the other
sections of this solicitation.
M.1.2 Basis for Award
The Government intends to award a contract resulting from this solicitation to the
lowest priced, technically acceptable offeror who is a responsible contractor.
Evaluations shall be conducted in accordance with the procedures set forth below:
a) Initial Evaluation - All proposals received will be evaluated to ensure that
each proposal is complete in terms of submission of each required volume, as specified in
L.2, SUBMISSION OF OFFERS. Proposals which are missing a significant amount of
the required information may be eliminated from consideration, at the Government's
discretion.
b) Technical Acceptability - Those proposals remaining after the initial
evaluation will be thoroughly reviewed to determine technical acceptability. Technical
Acceptability will include a review of the Proposed Work Information described in L.2.2
to ensure that the offeror's proposed project superintendent and subcontractors are
acceptable to the Government. Past references provided as part of the Experience and
Past Performance information as described in L.2.3.3(b) may also be contacted to verify
quality of past performance. The end result of this review will be a determination of
technical acceptability or unacceptability.
c) Responsibility will be determined by analyzing whether the apparent
successful offeror complies with the requirements of FAR subpart 9.1, including:
Adequate financial resources or the ability to obtain them;
Ability to comply with the required performance period, taking into consideration
all existing commercial and governmental business commitments;
Satisfactory record of integrity and business ethics;
Necessary organization, experience, and skills or the ability to obtain them;
Necessary equipment and facilities or the ability to obtain them; and
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Be otherwise qualified and eligible to receive an award under applicable laws and
regulations.
The Government reserves the right to reject proposals that are unreasonably low or high
in price. Unsuccessful offerors will be notified in accordance with FAR 15.1001.
M.1.3 Award Selection
The prices of all technically acceptable firms will then be reviewed and the award
selection will go to the lowest priced, technically acceptable, responsible offeror. As
described in FAR 52.215-1 which is incorporated by reference in Section L, award may
be made based upon initial offers, without discussions.
M.2 52.217-5 EVALUATION OF OPTIONS (JUL 1990)
The Government will evaluate offers for award purposes by adding the total price
for all options to the total price. Evaluation of options will not obligate the Government
to exercise the option(s).
M.5 AWARD WITHOUT DISCUSSIONS
In accordance with FAR provision 52.215-1 (included in Section L of this RFP),
offerors are reminded that the Government intends to award this contract based on initial
proposals and without holding discussions, pursuant to FAR 15.209(a)