BAS Systems Preventive Maintenance Contract

Statement of Work (SOW)

This Statement of Work (SOW) outlines the requirements for Building Automation System (BAS) Preventive Maintenance (PM) services for the U.S. Embassy in Zagreb, Croatia. The primary goal is to ensure the BAS and associated systems are in good operational condition, preventing malfunctions and deterioration.

The contractor shall provide comprehensive BAS PM services, including but not limited to:

• Preventive Maintenance: Scheduled maintenance tasks for specified BAS.
• Investigation & Troubleshooting: Identifying and resolving issues with the BAS.
• Adjustments: Fine-tuning system operations.
• Trend & Alarm Configuration: Setting up and verifying alarm and trend logging.
• System Upkeep: Ensuring all serviced systems are in good operational condition.

The services cover BAS installed in General Work Areas (GWA), Public Access Areas (PAA), Controlled Access Areas (CAA), and CAA Core spaces. Specific security clearances and provisions are required for accessing certain areas.

• Site Visits: Two (2) BAS PM Site Visits per year, equally spread throughout the contract year. The first visit must occur within 60 days of contract award/renewal.

• Checklist Development: Creation of site-specific PM checklists based on initial site data.

• Reporting: Detailed PM Reports after each site visit, including deficiencies, corrective actions, and proposed solutions.

• Deliverables: Submission of various reports, schedules, backups, and updated documentation as specified.

• Period of Performance: One (1) base year with four (4) one-year option periods.

• Place of Performance: U.S. Embassy, Zagreb, Croatia.

• Personnel Qualifications: Technicians must be manufacturer-certified on the specific BAS product lines they service, with a minimum of five years of experience. Security clearances (SECRET or TOP SECRET) are required for personnel accessing certain areas.

• Security: Compliance with stringent security provisions, including potential DD Form 254 and DCSA TOP SECRET facility clearance requirements.

• Compliance: Adherence to applicable building codes (IBC, ASHRAE, NFPA/NEC), U.S. EPA, and DOS policies.

• Deliverables: Comprehensive pre-travel and post-travel deliverables, including detailed PM reports, site-specific checklists, updated documentation, and system backups.

• Remote Support: Up to 20 hours of remote support annually, with emergency response requirements.

• Repairs: Proposals for critical repairs up to $10,000 per visit are required prior to each successive PM Site Visit.

This SOW explicitly excludes repair of equipment, replacement or procurement of parts/controllers/computers, BAS system replacement, software upgrades, or re-commissioning, unless caused by contractor negligence.

Solicitation / RFP / RFQ

This is a Request for Proposals (RFP) for a Building Automation System (BAS) Preventative Maintenance Service Contract at the U.S. Embassy in Zagreb, Croatia. The U.S. Government intends to award a contract to a responsible company submitting an acceptable offer at the lowest price, potentially based on initial proposals without discussions.

• Perform Building Automation System (BAS) Preventative Maintenance (PM) services.

• Provide further evaluation of BAS functionality based on input from Facility Manager and Staff.

• Ensure all serviced systems are in good operational condition.

• Provide personnel, supplies, and equipment as identified in the solicitation and Exhibit I.

• Services include scheduled maintenance and remote support.

• Type: Fixed-price contract for scheduled maintenance services.

• Period of Performance: Base year plus four option years, totaling up to 5 years.

• Estimated Value: Not explicitly stated, but pricing is detailed for Base Year (2026-2027) through Option Year 4 (2030-2031).

• Proposal Due Date: March 6th, 2026, 10:00 AM CET.

• Submission Method: Electronically to Todoricm@state.gov and ZagrebProcurment@state.gov.

• Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (PDF). File size must not exceed 30MB per email.

• Required Documents: SF-1449, Section B (Pricing), Section L (Representations and Certifications), additional solicitation documents, and proof of SAM Registration.

• Evaluation: Award will be made to the lowest-priced, technically acceptable, responsible offeror. Award may be made based on initial proposals without discussions.

• Offerors must be registered in the System for Award Management (SAM) prior to proposal submission.

• Specific NAICS code and size standard are not explicitly stated in this section but are required for SAM registration.

• Proposals must be in English.

• Incomplete proposals will not be accepted.

• The Statement of Work (SOW) is attached as a separate document and is a mandatory part of the solicitation.