Building Automation System Preventative Maintenance Service Contract

The U.S. Government, through the American Embassy Bridgetown, Department of State, is soliciting proposals for Building Automation System (BAS) Preventative Maintenance Services under solicitation number 19BB2126R0002. The contract requires twice-annual preventative maintenance visits for two BAS systems at the U.S. Embassy in Bridgetown, Barbados, with an initial one-year base period and four additional one-year option periods exercisable at the Government’s sole discretion, potentially extending the contract to five years. Proposals must be submitted electronically by March 10, 2026, at 10:00 a.m., in MS Word, Excel, or searchable PDF format, with individual files not exceeding 30MB; larger submissions must be split into multiple emails. All proposals must include the SF-1449 form, completed pricing section, Section 5 Representations and Certifications, proof of active SAM registration, and an IRS Form W-14. Failure to register in SAM at the time of submission will render the proposal non-responsive. The award will follow a Lowest Price Technically Acceptable (LPTA) process, meaning technical proposals must meet minimum acceptable standards and the lowest-priced qualifying offer will be selected. Contractors must comply with stringent security protocols, including maintaining a TOP SECRET facility clearance and ensuring all personnel accessing Controlled Access Areas hold active SECRET or TOP SECRET clearances issued by DCSA, with no interim clearances accepted. Personnel performing maintenance must be manufacturer-certified on the specific BAS systems and have at least five years of relevant experience. The contract mandates Defense Base Act insurance, compliance with U.S. EPA, OSHA, IBC, ASHRAE, and NFPA/NEC standards, and prohibits public disclosures or use of electronic devices without prior approval. All deliverables—such as updated as-built drawings, O&M manuals, calibration records, and site visit summaries—must be submitted in searchable PDF or native formats and preserved for long-term accessibility. Packaging and delivery requirements for physical documents include double-wrapping, proper labeling without sensitivity indicators, and compliance with DOT regulations for hazmat items. Invoicing must follow FAR 32.905(e) and be submitted via the SF-1449 to the designated financial office in Barbados, with payment subject to annual fiscal year funding availability and no liability extending beyond September 30 without formal obligation.