Request for Proposals USAGM Philippines Transmitting Station Facilities Maintenance Services

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Contract Opportunity

BACKGROUND

This is a CONTRACT (hereinafter "Contract") between the U.S. Agency for Global Media (hereinafter referred to as the "USAGM"), an entity of the Government of the United States of America, with its headquarters located at 330 Independence Avenue, SW, Washington, DC, 20237, U.S.A. and (TBD) (hereinafter "Contractor").

STATEMENT OF WORK

The requirement of this contract is to provide Facilities Maintenance Support at the USAGM Philippines Transmitting Station located in Tinang, Concepcion, Tarlac.

The contractor shall provide a broad range of maintenance services to support the ongoing operations of the facility. The Statement of Work is as follows:

1. Electrician Services – Regular inspection, maintenance, troubleshooting, and repair of the facility's electrical systems, ensuring safety, efficiency, and compliance with electrical codes and standards.


2. Air Conditioning (HVAC) Maintenance and Repair – Scheduled preventive maintenance and corrective repair of air conditioning systems, including split-type units, chillers, cassette multi-zoned HVAC systems, and ventilation equipment to maintain optimal indoor air quality and temperature control.


3. Real Property Maintenance & Repair – General upkeep and repair of all physical infrastructure, including building exteriors, roofing, walls, flooring, ceilings, windows, and doors. Work shall also include minor renovations, carpentry, painting, and masonry as required.


4. Household Equipment & Appliances Maintenance – Periodic inspection and servicing of facility-owned household appliances, including but not limited to refrigerators, ovens, washing machines, dryers, and kitchen equipment.


5. Plumbing Services – Maintenance and repair of all plumbing systems and fixtures, ensuring the proper operation of water supply and drainage systems. The facility contains approximately 95 plumbing fixtures across multiple buildings, requiring routine inspections, leak detection, unclogging, replacement of damaged components, and compliance with water efficiency standards.


6. Warehouse Support – Inventory management, logistics assistance, and maintenance of storage areas, ensuring proper organization and safekeeping of equipment, tools, and materials essential for facility operations.


7. Maintenance & Repair of Government-Owned Vehicles (GOVs), Heavy Equipment, Utility Vehicles (UTVs), and Gasoline/ Diesel-Powered Tools – Routine servicing, preventive maintenance, and necessary repairs to ensure operational readiness and safety compliance of government-owned vehicles and equipment.


8. Temporary Additional Maintenance Services – On an as-needed basis, the contractor may be required to provide supplemental maintenance services beyond the standard scope outlined above. These services will be determined by operational requirements and facility needs.


9. Emergency Maintenance Services – The contractor shall provide additional maintenance services as required by the facility. These services will be project-specific and may include emergency repairs, short-term labor support, or other operational needs outside of the regular maintenance schedule.

The contractor is expected to have qualified personnel, tools, and resources necessary to execute these services efficiently while adhering to industry best practices, safety standards, and government regulations.

This facility includes the buildings shown in the following chart, the contractor will be required to maintain the rooms as identified in Attachment 6.

All services shall be performed in accordance with the Statement of Work, terms and conditions, and attachments included in this contract and all applicable FAR clauses, regulations, standards, attachments and other documents referenced herein.

PURPOSE: The maintenance of the building is essential for ensuring its long-term functionality, safety, and efficiency. A well- maintained facility not only preserves its structural integrity but also enhances the overall operational effectiveness of the organization it serves. The key objectives of building maintenance include:

1. Ensuring Safety and Usability – Proper maintenance ensures that all building systems, including electrical, plumbing, HVAC, and structural components, remain in safe working condition. Regular inspections and repairs help prevent potential hazards such as electrical failures, leaks, water damage, or structural deterioration, safeguarding the well-being of employees, and visitors.


2. Extending the Longevity of Assets – Consistent upkeep of critical infrastructure, equipment, and building components reduces wear and tear, ultimately prolonging the lifespan of assets. Preventative maintenance strategies, such as routine servicing, calibration, and condition monitoring, prevent premature degradation and extend the operational life of essential systems.


3. Optimizing Asset Performance – A well-maintained facility enables all mechanical, electrical, and structural components to operate at their highest efficiency levels. Properly functioning HVAC systems, lighting, and plumbing improve indoor air quality, energy efficiency, and overall workplace productivity.


4. Avoiding Unscheduled Downtime – Proactive maintenance minimizes the likelihood of sudden equipment failures, system breakdowns, or emergency repairs that could disrupt daily operations. This ensures continuous service availability, especially in mission-critical facilities where downtime can lead to operational setbacks and financial losses.


5. Minimizing Operational Costs – Routine maintenance is cost-effective compared to reactive repairs or emergency replacements. Preventing small issues from escalating into major failures reduces repair expenses, conserves resources, and minimizes disruptions that could impact productivity. Proper asset management also helps in energy conservation, reducing long-term utility costs.


6. Enhancing Compliance with Regulations – Regular maintenance ensures that the building meets local, national, and international building codes, safety standards, and environmental regulations. Compliance with fire safety protocols, electrical standards, and occupational health regulations reduces legal liabilities and improves workplace safety.


7. Preserving Property Value – Maintaining the building’s physical structure, aesthetics, and functionality enhances its market value and ensures that it remains a valuable asset for the organization. Neglected properties suffer from depreciation, costly repairs, and reduced efficiency over time.


8. Supporting Sustainability Initiatives – Proper maintenance contributes to environmental sustainability by reducing energy consumption, water wastage, and material waste. Efficient use of resources through maintenance practices such as LED lighting upgrades, HVAC optimizations, and smart building management systems aligns with green building initiatives and corporate sustainability goals.

In conclusion, a well-maintained building is more than just an operational necessity—it is a strategic investment. By implementing a robust maintenance program, the facility remains safe, functional, cost-efficient, and sustainable, ultimately contributing to the success of the organization and the well-being of its occupants and equipment.

OBJECTIVES

The objectives of this contract include:

Providing facilities maintenance support services on a routine basis to maintain the operational integrity of the facility.

Ensuring all scheduled and unscheduled maintenance tasks are documented and completed within established timelines. Maintaining compliance with all applicable safety, regulatory, and operational standards.

Providing effective supervision and management of contractor personnel to ensure high-quality performance and adherence to contract requirements.

CONTRACT TYPE

This is a firm-fixed-price (FFP)/Hybrid contract for facility maintenance services for the USAGM Philippines Transmitting Station. All Standard Services are firm-fixed-price, Temporary Additional Services and Emergency Maintenance Services are Not to Exceed (NTE) contract line items (CLINS) based on fixed price hourly rates.

ACQUISITION AUTHORITY

This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5-Simplified Procedures for Certain Commercial Items; FAR Part 12-Acquisition of Commercial Items. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02; dated 01/03/2025. To view the latest Federal Acquisition Circulars (FAC) go to https://www.regulations.gov.

SECTION II – TECHNICAL SERVICES/SPECIFIC WORK REQUIREMENTS

This is a firm-fixed-price (FFP)/Hybrid contract for Facilities Maintenance Support Services at the U.S. Agency for Global Media, located at Tinang, Concepcion, Tarlac, Philippines.

The contractor shall perform the following technical services/work requirements:

STANDARD SERVICES

The Contractor shall provide Facilities Maintenance Support services. The Contractor shall include all planning, administration, and management, and perform all related support functions such as supply, subcontracting, quality control, and maintenance of complete records and files necessary to assure that all services comply with this contract and are comport with all applicable laws and regulations.

Unscheduled Services: Maintenance that is planned but is not scheduled for specific time and has not been assigned to a technician. All other maintenance and repair actions shall be documented on the Work Order form provided in Attachment 3. These assignments shall be issued to address and track unforseen work identified during routine scheduled maintenance or resulting from system failures outside the Contractor’s normal workday. The Contractor shall document all failures or anomalies discovered during inspections or observed by Contractor personnel on a work order and submit it to the COR.​​​​​​​

Electrician Services

The Contractor shall provide building electrical maintenance, modify or install power distribution transformers and maintenance of electrical circuits and services as per directed by the station. Many, but not all, daily assignments will have electricians working

alongside station employees to complete work assignments. Services includes electro-mechanical work, shall involve daily inspections and logging of equipment condition, as well as repair of such equipment. The Contractor’s electrical service personnel shall perform maintenance of

low voltage load and power panels, emergency and exit lights, electrical manholes and hand holes. The Contractor’s personnel shall also be required to replace and repair street and perimeter lighting, which includes replacement of wiring, conduits, grounding, etc. General cleaning of electrical equipment and auxiliaries, and spot painting of the same shall be accomplished on an as-needed basis.

Daily Work Assignments. Routine daily work assignments typically revolve around routine maintenance and repair of items such as lighting fixtures; switch panels; electrical outlets, wiring and conduits; circuit breakers and fuses; motors; and other items in the station's low voltage electrical system. Daily work assignments typically revolve around routine maintenance and repair of items.

1. Quarterly Work Assignments. Quarterly maintenance assignments shall include, but are not limited to, the following (refer to Attachment 7 for sample quarterly maintenance checklist):


2. Cleaning of all the exterior lighting fixtures on all buildings, along the perimeter fence line - at inner compound, TT2 area, power plant compound, and at antenna field structures (fixtures include but are not limited to emergency lights, exit lights, streetlights, pylon lights, flood lights and may need to be replaced or new fixtures installed)


3. Cleaning of the station's exterior electrical outlets on buildings and on antenna field shelters.


4. Cleaning of the electrical panels, motor control center and lighting controllers.


5. Cleaning of low voltage transformers.


6. Electrical equipment shall be tested and repaired or replaced, as necessary.

​​​​​​​​​​​​​​Preventive Maintenance: In addition to scheduled maintenance, the contractor will be called during the normal workday as required by varying weather and environmental conditions throughout the year to provide direct support to the station's Electrical Unit.

These jobs include, but are not limited to, the following

1. Cleaning of electrical manholes and hand holes.


2. Cleaning of generator cooling towers, cooling radiators, air filters, and air compressors.


3. Cleaning of substation equipment and distribution switchgears during annual preventive maintenance.


4. Assist with the installation of electrical provisions and relocation of electrical equipment during building renovations and building construction.


5. Perform periodic cleaning of electrical equipment and auxiliaries.


6. Perform periodic painting of electrical equipment.

Air Conditioning (AC) Maintenance and Repair- Quarterly

AC work shall include periodic inspections, repair, preventive maintenance, installation and repair or replacement of component parts, recovery of the refrigerants (refer to Attachment 8 for list of HVAC units), and other AC activities directed by the station.

1. Quarterly maintenance. Besides general maintenance and repair activities, the Contractor shall perform the following scheduled maintenance (refer to Attachment 9 for sample quarterly maintenance checklist for AC units):

Preventive Maintenance/Scheduled Maintenance.

Schedule maintenance is planned for a specific time and scenario. Preventive Maintenance or PM is regular, planned maintenance scheduled according to usage or time-based triggers.

1. Cleaning of air conditioning units in the buildings and at the antenna field shelters.


2. Cleaning of air ventilation units and air filters on buildings.


3. Cleaning of air compressor units.


4. Cleaning of the 2-unit air cooled water chiller and 2 air handling units. Assist with troubleshooting air conditioning unit water chiller.


5. Assist with troubleshooting and repair of air conditioning systems in the station vehicles.


6. Assist with installation and replacement of all the air conditioning units at the station.

Real Property Inspection. The Contractor shall provide real property inspection. Any maintenance or repair required as a result of inspection findings, will be ordered in accordance with the procedures outlined in Section 2. Standard Services.

1. Daily Inspections. The Contractor shall assist Locally Employed Staff (LES) Electrical Equipment Technicians in performing daily inspections to identify required maintenance and repair work (refer to Attachment 13- Real Property inspection). The intent of this requirement is that daily inspections will cover all work areas identified in Attachment 13 from week to week. Required work shall be reported to the COR for scheduling. During inspections performed by the Locally Employes Staff and contractor personnel, all maintenance and repair work found will be documented by completing and submitting a Work Order to the COR for approval.

The areas to be inspected are as follows:

Walls/Roofing. Damaged or deteriorated wall areas shall be repaired/replaced to restore to a serviceable, structurally sound, and watertight condition. This includes, but is not limited to, replacing damaged masonry units, tuck-pointing loose or eroded mortar joints, sealing penetrations in wall openings, building roof tops, replacing damaged or deteriorated structural members, siding, underlay, and exterior trim, replacing miscellaneous hardware items and repairing any water penetration of station roofs.

Concrete works. Contractor shall patch cracked, broken or chipped concrete floors, walkways and drives with a non-shrinking cement mortar. Working areas shall be cleaned, and all loose concrete removed. Underlay surfaces shall be chipped to ensure bond with the patch. Shallow chip areas shall be chipped to provide space for an adequate patch thickness. The patch shall be finished even with the adjacent surfaces and finished to match existing texture. Contractor shall install concrete forms, construct concrete foundation or slabs and concrete post as required. Damaged septic tanks shall be replaced or repaired, and electrical concrete post foundations constructed as directed by the COR.

Building Exterior. Exterior trim, including all exterior moldings, millwork, shutters, and cornice shall be repaired or replaced as required. Surfaces for all installations shall be thoroughly cleaned of sealant and paint build-up prior to installation of trim. Damaged or deteriorated insulation board or underlay shall be replaced with material of the same type, thickness and quality.

Gutters. Broken, damaged, misaligned, or leaking gutters and downspouts shall be repaired or replaced with new material to match original as to gauge, type of material and finish, and loose hangers and fasteners shall be tightened. Missing wire guards, hangers and fasteners for gutters and downspouts, and splash blocks shall be replaced. Splash blocks shall be properly positioned to receive the impact of drainage water.

Tiles. Tile on floors, Kitchen countertop, lavatories, walls, and window stools/sills and marble saddles that are broken, missing, cracked or discolored shall be replaced as required. Wall and floor tiles shall be re-grouted as required to provide a waterproof seal. Damaged or deteriorated tiles shall be replaced with matching tiles of the same thickness as original. Damaged tiles or tiles to be replaced shall be removed without affecting adjacent tiles and the affected area shall be cleared of all debris and moisture to provide a clean, uniform dry surface for the installation of new tile. If tile is replaced adjacent to a wall, vinyl baseboard shall be replaced or repaired as necessary. Damaged caulking around sinks, shower stalls, tiles and accessories shall be chiseled out and replaced with a silicone base sealant as necessary.

Doors and Windows. The Contractor shall perform minor repairs on doors and windows throughout the station facilities. Repairs will include but are not limited to lose, damaged, inoperable, or missing hardware such as hinges, striker plates, latches, keepers, window mechanisms, door closures, springs, etc. Though temporary repair work may be completed in emergency circumstances to shield security doors and windows, routine and longer-term preventive maintenance and repair of hardened security doors and windows are performed by the Embassy Regional Security Office and is NOT part of this contract.

Painting. Painting shall include complete repainting or touch up painting on both interior and exterior surfaces to match existing conditions and is considered an integral part of most of the work pertaining to this requirement. All replacement parts and materials will be provided by the Government as Government Furnished Material (GFM). All painting, whether interior or exterior, partial or complete, shall include all work necessary for a finished job including windows, doors frames, trim, molding, closets, and shelves. This includes all surface preparation, caulking, required spot priming, moving/protection of furniture in occupied areas, and cleanup after the job is complete. The contractor shall perform touch up painting to all rusted field equipment, tractors, Zero Turn Mowers, skid Loader, and the excavator.

Plastering. The Contractor shall provide light masonry services such as plastering of old and new surfaces due to alteration or modification, laying of concrete masonry walls, repair and replacement of tiles, fabrication of concrete posts and concrete blocks, repair of drainage structures such as pipe culvert or box culvert, road protection such as repair of curbs, retaining walls and stone masonry or riprap.

Carpentry. The Contractor shall perform the following carpentry related services: fabrication of boxes and shipping crates, forms for concrete placement, barricade signs, preparation and installation of wall partitions, storage and office shelving, kitchen cabinets, restroom lavatories and countertops, fabrication and installation of kitchen countertops and sinks, wood sanding/finishing work in preparation for painting/varnishing services, and other such items requiring wood working and fabrication. Repair and installation of damage perimeter post and chain link.

Asphalt Road Patch Maintenance Work. The contractor shall perform minor asphalt road maintenance work.

1. Crack asphalt surface and pothole shall be excavated to a proper depth. Excavation shall be square or rectangular in shape, cut and side portion straight.


2. Remove all loose dirt and apply a prime coat of MC-70 cutback. This prime coat should penetrate the base about ¼”, filling the voids. The primed area should be adequately cured before the surface course is laid and should be barricaded to prevent traffic from carrying dust or mud onto the surface and after priming.


3. Apply the bitumen (85/100 cutback) at temperature of 200-265F. The quantity of the bitumen required is based on the average particle size of the cover surface. The aggregate must not be completely submerged in the bitumen. The aggregate must be spread immediately after the bitumen while the bitumen is still fluid. Since 85/100 cutback asphalt cools to the temperature of the surface to which is applied in 1-1/2 minutes, the aggregate must be placed within 1 minute.


4. Rolling should be done immediately after sufficient aggregate is spread to prevent pick-up of the bituminous materials. Rolling should be parallel to the centerline of the roadway to reduce the number of times the roller must change direction.


5. To assure complete coverage, succeeding passes should overlap by one –half the wheel width of the roller. To assure that the aggregate is well embedded in the bitumen, rolling should be completed before the bitumen hardens. To maintain surface crown and to prevent feathering at the edges, succeeding passes should be made from the low side to the high side of the surface.

Household Equipment & Appliances Maintenance: (All equipment and appliances are located in the station compound.)

Routine Maintenance. The contractor shall provide household equipment and appliances maintenance services, as follows:

1. Maintenance and repair of Government owned household equipment and appliances, including free standing ranges, refrigerators, range hoods, dishwasher, water heaters. smoke detectors, ceiling fans, electric ranges, freezer, microwave oven, washing machine, clothes dryer, drinking fountain, water dispenser, air curtain, air purifier and shredder machine.


2. Maintenance on all types of fans located in offices and shops. Services shall consist of replacing defective wirings, plugs etc. and oiling of motors.


3. Movement and handling of all appliances and equipment, including movements between the appliance pool, the government’s delivery point and the use location.

Preventive Maintenance. The Contractor shall perform preventive maintenance on all appliances and household equipment held in the appliance pool to keep standby appliances and equipment in ready status to be installed to replace failed in-service equipment.

Plumbing Maintenance Services. Plumbing work shall include maintenance and repair of all plumbing systems and fixtures. There are approximately 95 fixtures located in different building location in the USAGM’s facilities. When repaired, plumbing systems and fixtures shall be free flowing, in good and safe operating condition, free of leaks and drips. Note that work orders are required to track plumbing maintenance activities.

Preventive Maintenance. The Contractor shall provide plumbing maintenance services as follows: Preventive Maintenance is regular, planned maintenance scheduled according to usage or time-based triggers.

1. The contractor shall mop, vacuum, or otherwise remove water resulting from overflowing fixtures, leaks, clogged drains or disposal, etc. as part of the repair. Walls, ceilings, and other structures, which are damaged by and/or removed to gain access to leaks, clogs or other defects shall be restored by the contractor to original condition.


2. The contractor shall assist Electrical Equipment Unit (EEU) unit to operate, maintain and repair station water systems including servicing, repair or replacement of bathroom fixtures, kitchen fixtures, water hydrants, water distribution lines, de-ionized water treatment systems, well pumps, pressure control systems, sump pumps, float switches, potable water, water treatment facilities and firefighting equipment. The Contractor shall clean and maintain two 20,000-gallon water reservoir tanks and a 3,000-gallon hydro pneumatic tank.


3. Contractor shall assist the EEU unit to operate, clean, maintain and repair the facilities wastewater system, to include repair and/or replacement of water drains, sewer lines, septic tanks, manholes, and hand holes.


4. Contractor shall assist the EEU unit to operate, repair and maintain the station water treatment plant including but not limited to the chlorinating system equipment, water softener, brine tank, sand and carbon filters, booster pumps and deep well pump motors.


5. The contractor shall assist the EEU unit to check and clean regularly all station eyewash/portable eye wash. Replace/refill with potable water bi-monthly.

Monthly Task - Fire Hydrants shall be tested to ensure proper operation.

Annual Task Schedule – The contractor shall assist LES Electrical Technicians with the following work:

a) Manually clean two 20,000-gallons capacity water reservoir tanks, 3,000- gallons hydro-pneumatic tank, and station Septic tank. This includes of cleaning of water filters (sand and carbon filters) and auxiliary equipment such as booster pumps motors, motor controls and air compressors. (Saturday and Sunday only).

​​​​​​​Warehouse Support

The Contractor shall provide general warehouse support services for two warehouses (Transmitter Plant and Facilities Plant). Both provide similar services; however, the Facilities warehouse generally handles a higher volume and higher weight items. Work performed includes but is not limited to loading/unloading of large shipments, stock placement and removal from warehouse shelving/ bins, movement of office and residential furnishings between the warehouse and various onsite buildings, packing and crating services, and supporting other general warehouse functions (refer to Attachment 14) for sample of daily/monthly/quarterly and yearly tasks).

​​​​​​​Packing & Crating.

The Contractor shall perform all packing and crating functions for shipment of sensitive electronic equipment, furnishings, and other outgoing property shipments. Contractor personnel shall be familiar with the use of crate banding devices and must be capable of handling tools- of-the-trade (i.e. - band cutters, hammers, screw drivers, crowbars, J-bars, etc.).

​​​​​​​Loading/Unloading Services.

The Contractor shall perform all loading and unloading of shipping containers, delivery vehicles, flatbeds, air freight vans, shipping crates, and other large wooden or cardboard boxes. The Contractor shall ensure all personnel providing services are proficient with using hand trucks and pallet jacks to transport heavy crates, boxes and equipment. The Contractor shall ensure at least one person is qualified to operate forklifts 3-tons and up, as well as a 3-ton truck crane.

​​​​​​​Inventory & Housekeeping.

The Contractor shall assist Government personnel conducting inventories, warehouse reorganizations, and issuing/receiving activities. The Contractor shall maintain the orderliness of items within the warehouse, to include maintaining orderly shelves, loose property bins, clear walkways, and access to fire extinguishers and fire escapes.

​​​​​​​Movement of Government Property

The Contractor shall facilitate movement of materials and equipment in other functional areas throughout the station. Contractor personnel shall periodically accompany station drivers to assist with loading, transport, and unloading of Government property and supplies to/from off-site locations. Off-site locations include, but are not limited to, the U.S. Embassy Manila, Foreign Service Officer Residences, International Airports / ports, and other regional locations in support of shipping, procurement and disposal actions.

​​​​​​​Switchboard Operation & Related Services

The Contractor shall provide switchboard operator services throughout the normal working day. Services shall include answering telephones, re-routing calls, onsite paging of Government employees, placing outgoing calls, and otherwise operating the station centralized telephone switchboard equipment.

Incoming Calls. The Contractor shall answer all incoming telephone calls, which currently number approximately 150 calls per day, through the centralized telephone switchboard equipment. Calls are generally from the U.S. Embassy, other U.S. Agencies, other USAGM Transmitting Stations overseas, station vendors, Washington Headquarters, and other entities inside and outside the country. The receptionist shall maintain a log of incoming calls that includes the following information:

1. name of caller.


2. time call was received.


3. name of person/office called

Outgoing Calls. The Contractor shall place outgoing calls, which currently number approximately 50 per day, for USAGM personnel. Calls are to both local and international destinations. The receptionist shall maintain a log of outgoing calls that includes the following information:

1. name of caller.


2. time call was received.


3. name of person/office called.


4. telephone line used.


5. telephone number dialed.


6. type of call: personal or official

​​​​​​​Telephonic Bomb Threat. In the event the receptionist receives a bomb threat over the telephone, he/she shall be prepared to follow the attached Telephonic Bomb Threat form. Refer to attachment 15.

System Faults. Faulty telephone lines, equipment malfunctions, or system irregularities shall be reported to the COR immediately.

​​​​​​​Maintenance & Repair of Government Owned Vehicles (GOVs), Heavy Equipment, Utility Vehicles (UTVs), and gasoline/diesel powered tools.

The contractor shall provide scheduled maintenance and routine repair services for government vehicles, heavy equipment and gasoline powered tools and equipment. The station vehicle fleet consists of a wide variety of vehicles from sport utility vehicles (SUVs), light and medium pickup trucks, passenger vans and heavy cargo vehicles, and fire fighting vehicles. Serviced equipment includes tractors, forklifts, utility vehicles (UTVs), lawn mowers, and smaller fuel powered tools and equipment. The Government shall provide all tools and materials for work performed in this section. See Attachment 23 for a list of Government Owned Vehicles.

​​​​​​​Vehicle Maintenance & Repair. The Contractor shall initiate troubleshooting for station vehicles and provide a detailed diagnosis of problems found. The report shall include a list of parts and procedures needed to repair the vehicle. Only routine repairs such as replacing/changing belts, filters, batteries, lights/lamps, pumps, spark plugs, alternators, brake pads, tires, oils and fluids will be performed under this contract. The station shall utilize commercial service centers for more extensive repair jobs that require specialized tools and equipment not included in the GFM/GFE.

1. Preventive Maintenance. The contractor shall perform scheduled maintenance on all GOVs (Attachment 23), as well as all Heavy Equipment, Utility Vehicles (UTVs), and gasoline/diesel powered tools, provided as Government Furnished Equipment (GFE) (Attachment 1) and record all maintenance performed utilizing Attachments 17 and 18, respectively. For those preventive maintenance tasks that are done at off-site locations, the Contractor shall assist the COR. motor pool supervisor, and warehouse supervisor with record keeping and scheduling of preventive maintenance as required.


2. Vehicle Cleaning. The Contractor shall provide routine and detailed cleaning (included under the carriage) for GOVs on a bi- weekly basis, but more frequently if required. Refer to Attachment 19 for vehicle cleaning instructions.


3. Equipment Cleaning. The Contractor shall clean/wash heavy equipment and gasoline/diesel powered tools after each daily use. UTV's shall be thoroughly washed and cleaned weekly, but more frequently if required.


4. Roadside Assistance. The Contractor shall provide roadside assistance for GOV breakdowns in the greater Tarlac region (within 1.5-hour's drive from the station).

​​​​​​​TEMPORARY ADDITIONAL MAINTENANCE SERVICES

Temporary Additional Services are defined as maintenance services described under 2.0 through 2.7.5 Standard Services but are required at times outside of the normal workday as well emergency services that may occur and be required at any time. These services shall support system failures, special events, or emergencies at the Station. The Contractor shall provide these services in addition to services specified in Paragraphs 2.0 through 2.7.5 of this Contract. The COR shall order these services as needed. This work shall be performed by trained personnel of the Contractor and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice. These personnel cannot be the same personnel performing standard services, unless work is performed during weekends.

Assignments as Directed. In addition to scheduled maintenance, the contractor will be called outside of the normal workday as required by varying weather and environmental conditions throughout the year to provide direct support to the station's Electrical Unit. These jobs include, but are not limited to, the following:

1. Cleaning of electrical manholes and hand holes.


2. Cleaning of generator cooling towers, cooling radiators, air filters, and air compressors.


3. Cleaning of substation equipment and distribution switchgears during annual preventive maintenance.


4. Assist with the installation of electrical provisions and relocation of electrical equipment during building renovations and building construction.


5. Perform periodic cleaning of electrical equipment and auxiliaries.


6. Perform periodic painting of electrical equipment.

​​​​​​​EMERGENCY MAINTENANCE SERVICES

Emergency Services are defined as maintenance services that may occur and be required at any time. These services shall support system failures, special events, or emergencies at the station. While the Contractor is expected to service multiple requirements simultaneously, the Contractor shall be prepared to provide services on a more frequent or urgent basis following heavy storms/ typhoons. While it is typical for two or more of such activities to be ongoing (simultaneously), the typical pattern is to complete temporary or patchwork repairs of perimeter and antenna roads during the rainy season followed by long term or more permanent repairs during the dry season. The Contractor shall provide these services in addition to services specified in Paragraphs 2.0 through

2.8 of this Contract. The COR shall order these services as needed. This work shall be performed by trained personnel of the Contractor. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice. These personnel cannot be the same personnel performing standard services, unless the emergency work is performed during weekends.

Assignments as Directed. In addition to scheduled maintenance, the contractor will be called outside of the normal workday as required by varying weather and environmental conditions throughout the year to provide direct support to the station's Electrical Unit. These jobs include, but are not limited to, the following:

1. Cleaning of electrical manholes and hand holes.


2. Cleaning of generator cooling towers, cooling radiators, air filters, and air compressors.


3. Cleaning of substation equipment and distribution switchgears during annual preventive maintenance.


4. Assist with the installation of electrical provisions and relocation of electrical equipment during building renovations and building construction.


5. Perform periodic cleaning of electrical equipment and auxiliaries.


6. Perform periodic painting of electrical equipment.

SECTION III- SPECIAL REQUIREMENTS

MANAGEMENT AND SUPERVISION

Supervision. The Contractor shall designate a Project Manager who shall always be responsible for on-site supervision of the Contractor’s workforce. This Project Manager shall be the focal point for the Contractor and shall be the primary point of contact with U.S. Government personnel. The Project Manager shall have sufficient English language skills to be able to communicate with members of the U.S. Government staff.

Work Orders. The Contract requires that all maintenance and repair services, whether completed as a Standard Service, Temporary Additional Service, or Emergency Maintenance Service are documented on a Work Order (see Attachment 3).

Scheduled Services. For scheduled services, "Work Orders" refer to established preventive maintenance procedures. The Contractor shall perform preventive maintenance as described in this Contract and submit a weekly Preventive Maintenance Report to the COR. This report shall document completed procedures as well as any items incomplete or deferred, providing explanations or justifications for any uncompleted work and proposing a schedule to address these items.

Normal Work Schedules. The Contractor shall maintain work schedules for their employees. All work shall be performed from Monday through Friday, between the hours of 8:00 AM and 4:30 PM, except for the U.S. Embassy Manila approved American and Philippine holidays. Other hours may be approved by the COR. The Contractor must provide at least 24-hour advance notice to the COR who will consider any deviation from the hours identified above.

​​​​​​​POTENTIAL OFFERORS SHOULD CAREFULLY REVIEW THE ATTACHED REQUEST FOR PROPOSALS AND PRICE TABLE BEFORE RESPONDING TO THIS SYNOPSIS/SOLICITATION.

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