December 11, 2013 Dear Prospective Offeror/Quoter: The American Embassy Sofia, Bulgaria, has a requirement for a contractor to provide maintenance of the electrical system in US Embassy at the U.S. Embassy building. You are invited to submit a quotation. The Request for Quotations (RFQ) consists of the following sections: 1. Standard Form SF-18 2. Basic information, statement of work or specifications and technical qualifications. 3. Late quotation rules and evaluation method. The Embassy plans to award a purchase order. You are encouraged to make your quotation competitive. You are also cautioned against any collusion with other potential offerors with regard to price quotations to be submitted. The RFQ does not commit the American Embassy to make any award. The Embassy may cancel this RFQ or any part of it. Please read the RFQ carefully, and if you are interested, submit your quotation. Return the completed SF-18 to the address shown in Block 5a of the SF-18 by December 20, 2013. Oral quotations will not be accepted. Sincerely, Glenn Tosten Contracting Officer Enclosure: As Stated.
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December 11, 2013
Dear Prospective Offeror/Quoter:
The American Embassy Sofia, Bulgaria, has a requirement for a contractor to provide maintenance of the electrical
system in US Embassy at the U.S. Embassy building. You are invited to submit a quotation. The Request for Quotations
(RFQ) consists of the following sections:
1. Standard Form SF-18 2. Basic information, statement of work or specifications and technical qualifications. 3. Late quotation rules and evaluation method.
The Embassy plans to award a purchase order. You are encouraged to make your quotation competitive. You are also
cautioned against any collusion with other potential offerors with regard to price quotations to be submitted. The RFQ
does not commit the American Embassy to make any award. The Embassy may cancel this RFQ or any part of it.
Please read the RFQ carefully, and if you are interested, submit your quotation. Return the completed SF-18 to the
address shown in Block 5a of the SF-18 by December 20, 2013. Oral quotations will not be accepted.
Sincerely,
Glenn Tosten
Contracting Officer
Enclosure:
As Stated.
REQUEST FOR QUOTATIONS
(THIS IS NOT AN ORDER)
THIS RFQ [ ] IS [x] IS NOT A SMALL BUSINESS-
SMALL PURCHASE SET-ASIDE (52.219-4)
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OF
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13
1. REQUEST NO.
PR2991513
2. DATE ISSUED
12/11/2013
3. REQUISITION/PURCHASE REQUEST NO.
PR2991513
4. CERT. FOR NAT. DEF. UNDER
BDSA REG. 2 AND/OR DMS REG.
1
RATING
5A. ISSUED BY Embassy of USA, General Services Office,
#16 Kozyak Street, Sofia 1408, Bulgaria
6. DELIVER BY (Date)
December 20, 2013
5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls) 7. DELIVERY
X FOB DESTINATION OTHER (See Schedule) NAME
Glenn Tosten
TELEPHONE NUMBER
AREA CODE
359 2
NUMBER
9395672
8. TO: 9. DESTINATION
a. NAME b. COMPANY a. NAME OF CONSIGNEE
Embassy of USA, General Services Office
c. STREET ADDRESS b. STREET ADDRESS
#16 Kozyak Street
d. CITY e. STATE f. ZIP CODE c. CITY
Sofia, Bulgaria
d. STATE
e. ZIP CODE
1408
10. PLEASE FURNISH QUOTATIONS TO THE ISSUING
OFFICE IN BLOCK 5A ON OR BEFORE CLOSE OF
BUSINESS (Date)
December 20, 2013
IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so
indicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costs
incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic
origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations
must be completed by the quoter
11. SCHEDULE (Include applicable Federal, State and local taxes)
ITEM NO.
(a)
SUPPLIES/SERVICES
(b)
QUANTITY
(c)
UNIT
(d)
UNIT PRICE
(e)
AMOUNT
(f)
1 Testing and maintenance for the electrical system at the U.S. Embassy in Sofia/Bulgaria.
1 AL
12 DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS
%
b. 20 CALENDAR DAYS
%
c. 30 CALENDAR DAYS
%
d. CALENDAR DAYS
NUMBER %
NOTE: Additional provisions and representations [X ] are [ ] are not attached.
FAR 52.212-1, Instructions to Offerors — Commercial Items is incorporated by reference.
13 NAME AND ADDRESS OF QUOTER 14 SIGNATURE OF PERSON AUTHORIZED TO SIGN
QUOTATION
15 DATE OF QUOTATION
a. NAME OF QUOTER
b. STREET ADDRESS
16. SIGNER
c. COUNTY a. NAME (Type or print)
b. TELEPHONE
d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) AREA CODE
NUMBER
STATEMENT OF WORK
FOR
ELECTRICAL SYSTEM TESTING & MAINTENANCE
US EMBASSY SOFIA, Bulgaria, Europe
PROJECT: Annual Maintenance Contract (AMC) of Electrical System in US Embassy, which includes
Siemens 5-15kV switchgear (Prod. type: 15kV - GM)
Siemens LV Switchgear, & Siemens LV double-ended Switchgear, type (R)
ASCO 7000 series ATS x (2); Cummins OTPC series ATS
Cooper power system Transformer
Cooper power system Automatic Voltage Regulator
LOCATION: US Embassy, Chancery and WHE, Sofia, Bulgaria
a. Introduction: The equipment details are:
1. ASCO Brand, 7000 Series Automatic Transfer Switch with 3-Pole, 4000 Ampere, 3 Ph, 380/230 Volt,
50 Hertz, NEMA 1 Enclosure, together with Under voltage / Over voltage relay, with following feature:
Auto transfer to Emergency source (Generator)
Auto re-transfer to Normal source (Commercial power)
Utiltiy ATS details.pdf
2. Cummins Brand, OTPC Transfer Switch, with following feature:
Auto transfer to Emergency source (Generator)
Auto re-transfer to Normal source (Commercial power)
Cummins OTPC ATS.pdf
3. Siemens brand, 800, 2000, 4000 Ampere RL Series circuit breaker. Number of breakers – 23. Also
1200AF/200AT MV Siemens Circuit Breakers – 4x;
Siemens RL circuit breakers.pdf
4. Cooper Power system brand, transformer 10kV/380V, 3Ph, 50Hz; Cooper Power System Transformer,
Catalog Number 000G5A66K92A 3 phase, class; ONAN 65 deg C; 2500 kVA windings; HV-CU, LV-
CU, manufactured FEB-04.
Cooper Transformer S210-12-1.pdf
5. Cooper power system Automatic Voltage Regulator, Cat. Number: WAD22B43QUPA, Single Phase
Step Regulator VR-32 +/- 10%
Cooper VR S2251010.pdf
b. Scope of work: The work performed by the Contractor shall consist of furnishing all materials, labor,
supervision, tools necessary to provide full maintenance services of switchgear system in Embassy. AMC will
be valid for the period of one year from day it is executed which will involve one time visit by authorized
person. The main scope of this AMC is to meet recommended check list requirement for weekly, monthly,
semi-annually, annually, twice a year and Thrice a year operation and maintenance tasks. Beside this, following
tasks needs to be performed irrespective of whether it is stated or not:
Review equipment history. What failures have occurred?
Review the drawings and other documentation. Are the relevant drawings current?
Perform visual inspections, thermal scanning, partial discharge testing, and other testing before the
outage so you can take corrective action when it happens.
Identify and order all materials required for the outage. Take lead times into account.
Conduct the tailgate safety meeting to be sure each person understands any dangers, special
circumstances, and related work assignments. During the outage:
Shutdown the switchgear and apply protective grounds. Follow lockout/tag-out procedure. Barricade
and put up warning signs as appropriate.
De-energize the switchgear (ATSs equipped with an isolation bypass feature do not need to be de-
energized).
Remove the arc chutes and pole covers. Consult the manufacturer's information for proper
procedure. This step will allow visual inspection of the main and arcing contacts.
Test and recalibrate all trip-sensing and time-delay functions in the switchgear. Depending on the
manufacturer, the steps required here will vary. The focus here should be to verify and record what
current settings are and to ensure the current adjustments meet the customer's needs and
expectations. If adjustments are necessary, the means to make and verify those adjustments need to
be examined. For example, a voltage pick-up or dropout adjustment may require the use of a variable
source such as a variable ac transformer. The standby engine can be a source of variable frequency,
etc. In any case, the manufacturer is your source for information concerning these adjustments.
Vacuum the accumulated dust from the switchgear and accessory panels. Never use air to blow out
dirt. Subjecting the TS unit to compressed air may have a detrimental effect by forcing dirt and
debris into the switch mechanism.
Inspect for moisture or signs of previous wetness or dripping.
Clean grime with an approved solvent. Consult the OEM for a recommendation.
Inspect all insulating parts for cracks or discoloration due to excessive heat. Part of any complete
maintenance program is an infrared scan. This work is done prior to maintenance with normal loads
applied to the gear being scanned. The resultant report will define problem areas. The use of this
information will allow the maintenance provider to take a proactive approach.
Inspect all main arcing contacts for excessive erosion. Arcing contacts are intended to be sacrificial
by nature. They take the brunt of the energy when making or breaking the load. Careful attention
should be paid to these contacts.
Inspect all main current-carrying contacts for pitting and discoloration due to excessive heat.
Inspect all control relay contacts for excessive erosion and discoloration due to excessive heat.
Manually operate the main transfer movement to check proper contact alignment, deflection, gap,
and wiping action.
Check all cable and control wire connections to the transfer switch control and sensing panel and
other system components and tighten if necessary.
Re-energize the switchgear and conduct a test by simulating a normal source failure.
Check and correct any drawing inconsistencies or connection questions.
Make any planned repairs, changes, or upgrades.
Perform measurements and tests and based on test results, make additional repairs.
Interview crews about problems they may have encountered. Ask them for recommendations for
improving response efforts during the next outage or preventing problems that occurred in this one.
Prepare a report of maintenance outage and test results. Include trending and analysis of results and
recommendations for future maintenance as appropriate.
ATS PM check list.pdf
ATS PM list.pdf WL swtichgear PM Check lsit.pdf
PM Check list.pdfPM Check list.pdf
c. Project cost: All the work shall be a fixed price inclusive of all labor, equipment, materials, shipping, travel
and per diem costs. Contractors are requested to quote for all labor required performing the Annual
Maintenance Contract as stated in ‘Scope of Work’. All the travel expenses, lodging, food expenses are to be
included in pricing information if the contractor are not based locally in Sofia.
d. Safety: Safety is the highest priority on this and all OBO/CFSM/FM projects. The contractor shall direct all
of those under his charge to work safely. Regular safety meetings shall be held among on-site contractor
personnel, and safety concerns shall be brought to the attention of the Post Safety and Health Officer (POSHO)
and the COR.
e. Requirements and deliverables: The contractor shall provide one copy of a typed summary report within 30
days of site work statement completion. The report must be written in the English language:
Narrative summary site report to include all findings, repairs or corrective measures, completed
inspection and testing checklists.
Site personnel training on operation/maintenance system
Recommended spare parts for system in both location
f. Work planning: The contractor shall plan, coordinate, and schedule all site work with the COR.
At least one month’s advance notice should be provided to COR regarding the date of servicing.
All necessary materials, spare-parts, tools should reach US Mission, Sofia, two weeks prior to start of
work. (It takes at least 4-5 days in customs to clear and delivered in Embassy)
For your reference, 5-Star hotel in close from city center and Embassy charge to embassy Visitors
US$110.00 per day for bed and breakfast. Name of the hotel is Kempinski Hotel Zografski.
FAR 52.212-1, INSTRUCTIONS TO OFFERORS -- COMMERCIAL ITEMS (FEB 2012), IS
INCORPORATED BY REFERENCE.
ADDENDUM TO 52.212-1
A. Summary of instructions. Each offer must consist of the following:
A.1. A completed solicitation, in which the SF-18 cover page (blocks 8 and 11-16 as appropriate). A.2. Information demonstrating the offeror’s/quoter’s ability to perform, including:
(1) Name of a Project Manager (or other liaison to the Embassy/Consulate) who understands written and spoken English;
(2) Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing;
(3) List of clients, demonstrating prior experience with relevant past performance information and references;
(4) Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;
EVALUATION FACTORS
Award will be made to the lowest priced, acceptable, responsible offeror.
The Government reserves the right to reject proposals that are unreasonably low or high in price.
The Government will determine acceptability by assessing the offeror's compliance with the terms of the RFQ to include the technical information required by the Addendum to 52.212-1 above.
The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 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 be otherwise qualified and eligible to receive an award under applicable laws and regulations.