Building Automation System Preventative Maintenance Service Contract

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for Building Automation System (BAS) Preventative Maintenance (PM) services for the U.S. Consulate General in Hyderabad, India. The primary objective is to eliminate system malfunctions, breakdowns, and deterioration.

• Perform scheduled preventative maintenance, investigation, troubleshooting, adjustments, and trend/alarm configuration for BAS.

• Ensure all serviced systems are in good operational condition.

• Provide all necessary personnel, transportation, tools, instrumentation, equipment, and supplies.

• Services will be performed on BAS installed in and/or serving General Work Areas (GWA), Public Access Areas (PAA), and Controlled Access Areas (CAA) at the Post.

• The contract includes security provisions requiring a DD Form 254 and a TOP SECRET facility clearance for the contractor.

• Base contract year of one (1) year, with four (4) additional one (1) year option periods.

• Two (2) BAS PM Site Visits (Semi-Annual) are required per year, equally spread throughout the contracted year.

• The first PM Site Visit must occur within 60 days of contract award/renewal.

• PM Service Activity Schedule: A five-year schedule indicating PM activities per site visit.

• PM Service Activity Description List: Detailed descriptions of PM activities, means, and methods.

• Site-Specific PM Checklists: Developed based on initial site visit data.

• Preventative Maintenance Site Visit Report: Detailed report after each site visit, including an executive summary, PM activities performed, deficiencies, corrective actions, and proposed solutions.

• BAS Backup Retention: Creation of current backups of data, programming, graphics, etc., at the end of each site visit.

• User Account Retention: Documentation of user accounts and associated passwords.

• BAS Inventory Retention: Collection and documentation of all installed BAS and their programming/hardware points.

• PM Staff Information: Identification of contractor staff involved.

• Test Equipment Calibration Certificates: Provided for all testing instrumentation.

• Sensor, Operator and End Device Point-to-Point Checkout & Calibration Schedules: Multi-year schedules.

• Contractor personnel must have a minimum of five (5) years of experience.

• Personnel must be trained and certified by the BAS Manufacturer.

• Security clearances (SECRET or TOP SECRET) are required for access to certain areas.

• All work must conform to applicable codes, regulations, and standards.

• Deliverables must be submitted electronically via FAN.gov, unless otherwise specified.

• The contractor must provide a means of transportation and all tools required for the work.

• Materials and equipment furnished must be new and unused, with specific exceptions for refurbished BAS controllers.

• Security provisions for handling classified and Sensitive But Unclassified (SBU) information apply.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for Building Automation System (BAS) Preventative Maintenance (PM) services at the U.S. Consulate General in Hyderabad, India. The contract will cover standard semi-annual services and further evaluation of BAS functionality.

• Perform BAS Preventative Maintenance (PM) services as described in the Statement of Work (Attachment 1).

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

• Services to be performed in designated spaces.

• Contract Type: Firm-fixed-price.

• Period of Performance: One base year, with four one-year option periods.

• Estimated Start Date: No later than July 01, 2026.

• Payment: Entirely in US Dollars or Indian Rupees.

• Proposal Submission Deadline: May 29, 2026, by 05 PM India Standard Time.

• Evaluation Criteria: Award will be made to the responsible offeror representing the best value to the U.S. Government. Evaluation will consider offer price, compliance with RFQ terms, and contractor responsibility (financial resources, performance capability, integrity, organization, experience, equipment, and eligibility).

• Site Visit: Mandatory site visit on May 18, 2026, at 1100 Hrs local time at the U.S. Consulate General Hyderabad. RSVP required by May 14, 2026.

• No specific set-aside is mentioned; the solicitation appears to be unrestricted.

• Offerors must submit a completed solicitation (SF-1449), pricing information, proof of GST certificate, Certificate of Insurance, SAM registration (UEI number), strategic plan, client list, evidence of resources, and plan for obtaining licenses/permits.

• The contract includes various FAR and DOSAR clauses as detailed in the document.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - submission forms.docx," contains several sub-attachments that bidders must use for proposal submission. It outlines the required information and plans bidders need to provide to demonstrate their capability and experience.

• ATTACHMENT 2-A: OFFEROR’S STRATEGIC PLAN FOR PREVENTATIVE MAINTENANCE SERVICES: Requires a strategic plan including a work plan aligned with the Statement of Work (Attachment 1), identification and acquisition plan for necessary equipment, supplies, and materials, and a quality assurance plan.
• ATTACHMENT 2-B: LIST OF CLIENTS OVER THE PAST FIVE YEARS: Requires a list of clients demonstrating prior experience with relevant past performance information and references. This includes contract dates, places of performance, value, and contact details. International experience must be provided if comparable services were not performed in India. Past performance will be discussed with clients and used for capability assessment, proposal credibility, and responsibility determination.
• ATTACHMENT 2-C: EVIDENCE OF QUALIFIED, SKILLED PERSONNEL; EQUIPMENT; TOOLS: Requires evidence of the offeror's ability to provide necessary personnel, equipment, and financial resources.
• ATTACHMENT 2-D: PLAN TO OBTAIN ALL LICENSES AND PERMITS: Requires a description of plans to obtain all required local licenses and permits. Copies of existing licenses/permits must be provided if already possessed.

This attachment is critical for bidders as it details the specific forms and plans required for a complete and compliant proposal submission. Failure to adequately address the requirements in these attachments may impact the evaluation of the offeror's capability, past performance, and overall responsibility.