Building Automation System Preventative Maintenance Service Contract

The U.S. Consulate General in Hyderabad, India is seeking a contractor to provide preventative maintenance services for its Building Automation System (BAS), with performance required on-site at the consulate compound during standard business hours, Monday through Friday, excluding holidays. The contractor must perform scheduled maintenance activities and conduct additional evaluations of BAS functionality based on feedback from the Facility Manager and Maintenance Staff, but is explicitly excluded from performing repairs, replacements, software upgrades, or full system re-commissioning unless due to their own negligence. All work must comply with U.S. Government standards, local Indian laws, and the Security Classification Guide for Design and Construction of Overseas Facilities, with documentation required in English, at 600 dpi resolution, and compressed in ZIP format. The contract is structured as a firm fixed price indefinite-quantity agreement with a base year and up to four one-year option periods extending through June 30, 2031, and may be extended by up to six months. Performance is governed by strict security protocols: all personnel performing work must be U.S. citizens holding active TOP SECRET or SECRET security clearances issued by DCSA, with no interim clearances accepted; unescorted access to classified areas requires clearance verification and prior approval through Visit Authorization Requests and Country Clearance Requests. Contractor personnel must adhere to rigorous conduct standards including mandatory reporting of foreign contacts, financial issues, travel, and misconduct, with violations leading to immediate removal at the contractor’s expense. The contractor must also maintain a TOP SECRET facility clearance and comply with all DD Form 254 obligations for subcontractors. Deliverables include signed PM reports, a five-year service schedule, post-visit reports, and a certificate of insurance, all submitted electronically to the Contracting Officer’s Representative and uploaded to FAN.gov. Invoicing is exclusively by email to designated State Department addresses, with payment via Electronic Funds Transfer and no physical invoices permitted. Submission requirements include a strategic maintenance plan, client list, evidence of qualified personnel and equipment, and a plan for obtaining necessary licenses and permits, with proposals due by May 29, 2026. Evaluation will be based on a best value determination considering technical compliance, contractor responsibility, and price reasonableness, with no lowest price technically acceptable (LPTA) approach used. All electronic media must be submitted on CDs or DVDs only, labeled with computer-generated labels containing detailed metadata, and subject to specific packaging and handling rules to ensure security and integrity of deliverables.