191N6024Q0025 - PR12740229 -Statement of Work (SOW).docx

SOLICITATION # 191N6024Q0025 – PR12740229 STATEMENT OF WORK (SOW)

Annual Maintenance Contract (AMC) services for Swimming Pool, Tennis Court & Playground at Consul General’s Residence (CGR)

US CONSULATE, CHENNAI

STATEMENT OF WORK FOR

THE COMPREHENSIVE MAINTENANCE AND CLEANING CONTRACT FOR

OUTDOOR RECREATIONAL FACILITIES AT THE

CONSUL GENERAL RESIDENCE (CGR) COMPOUND

BRIEF DESCRIPTION OF WORK

U.S. Consulate, Chennai has requirements for hiring professional services towards maintaining and cleaning of the community swimming pool (the pool), playground area, tennis court, and walking paths, located at the Consul General Residence Compound, Chennai.

swimming pool

DETAILS OF THE SWIMMING POOL SYSTEM

The swimming pool is used by the entire American community and is a commercial pool. Footfall on the pool during peak summer season and during weekends reaches 50+ persons. The total water storage capacity of the pool is around 2.5 Lakh liters and has dimension as Length - 15 meters, Width- 9 meters, Depth 8.6 feet (deep end side) and 2 feet (shallow end side). The pool is presently treated for bacteria and algae growth by dosing Sodium Hypochlorite (4 to 6% diluted) and is being manually dosed in the pool balancing tank.

The main pool has a filtration system comprising of sand filtration system. The water is being circulated by means of water boosting pumps of capacity 2.5 KW X 3 nos. out of which two runs and other is standby.

The hours of operation for U.S. Consulate usage of the pool are as below.

Monday through Friday - 7AM to 7PM Saturday, Sunday, and holidays - 8AM to 6PM

Maintenance Hours are:

Monday through Friday - 6AM to 6PM Saturday, Sunday, and holidays - 7AM to 5PM

DETAILED STATEMENT OF WORK

The contractor shall provide all necessary managerial and direct labor personal, as well as all transportation, cleaning equipment, tools, chemical supplies, and materials required to maintain and clean the swimming pool in accordance with this statement of work. Under this contract the contractor shall provide:

a) The contractor shall have specialization and at least five years of experience in managing commercial swimming pool systems and maintaining pool water chemistry.

b) The contractor is encouraged to collect water sample of the location for testing and analyses at its end prior to providing with offer and proposal related to pool water treatment and cleaning process.

c) Approximately every two weeks, conduct an inventory of all chemicals and supplies, check the recirculation pump efficiency by referring to the pump curve and gauges.

d) Every two weeks a deep pool cleaning and inspection should take place to avoid bacteria and algae growth and to ensure safety. Cleaning should include bathrooms tiles, pool grout lines, pool tile lines, perimeter overflow systems and surface skimmers coping sturdiness, must be maintained in a clean and operable condition.

Special Procedures. Fecal accidents or vomiting in the pool requires specific procedures to reduce the likelihood of disease transmission. These procedures are in Attachment 1.

e) The contractor shall supply the pool chemicals in as needed.

f) The treatment philosophy that will be proposed shall take care of bacteria and algae growth and other microbiological problems associated with the commercial swimming pool operations.

g) The contractor shall deploy skilled pool technicians/operators for the application of chemicals to maintain the quality of the water as specified. Use of lead or aluminum-based chemicals are strictly prohibited. The contractor shall provide all test kits or apparatus for testing applications. The chemicals supplied by the contractor shall be eco-friendly and shall have minimum environmental impact.

h) The contractor shall be responsible to clean and upkeep all filtration plant equipment and accessories installed for the purpose of swimming pool operation; including all repairs, maintenance, supply of spares parts, filter media etc. to maintain the filtration plant.

i) The contractor shall depute qualified service technicians and pool cleaning crew to apply and monitor the chemical applications daily from Monday through Sunday during office/on-office hours. The contractor shall depute a minimum of two persons on daily basis to maintain and clean the pool. Staff should report in two shifts, as follows:

Monday thru Friday Morning shift from (6AM to 2 PM) and afternoon shift from (10 AM to 6 PM) Saturdays, Sundays, and Holidays Morning shift (7AM to 2PM) and afternoon shift from (10AM to 5PM).

Every two weeks, the pool will be closed for deep cleaning on Monday, if it falls on a holiday, it will be moved to the following day.

j) The contractor shall maintain work schedules as approved by the USG. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the personal of the post.

k) In addition to the water treatment chemicals for the pool, the contractor shall provide proper pool cleaning equipment comprising of commercial type vacuum cleaners, brushes, nets etc. to be used during the pool cleaning and maintenance to his crew. Provision of safety and personal protective equipment to its crew shall also be completely in the scope of the contractor.

l) The contractor shall submit daily reports of the pool water chemistry and dosing done. They shall maintain a log sheet/register indicating the date and time of dosing with all the parameters duly entered.

m) The contractor shall certify that the chemical treatment offered with the proposed chemicals are compatible with the specifications. The contractor shall bear full responsibility to control bacteria, algae growth, other microbiological problems associated with the commercial pool operations system and other deleterious action to the system, which occurs as a result of the wrong application or use of improper water treatment procedures or chemicals. Any bacterial or microbiological growth found in the swimming pool will be counted as lack of proper chemical treatment/pool cleaning by the contractor, for which they shall be responsible for repairing all the damages done.

n) Any changes or substitution of the chemicals is not entertained without prior written approval from Facility Manager or through Contracting Officer for which substitution process shall be followed.

o) The contractor shall submit the manufacture’s technical product data and material safety data sheet (MSDS) for the purposed chemicals to be used for the swimming pool operation and maintenance. Product data must contain all safe handling and storage instructions of the products. Contractor shall provide estimated monthly consumption of the chemicals to be used.

p) The contractor shall maintain complete records of the treatment program for the system in a hardbound manual at site. The contractor shall keep copies of the same for his own records.

POOL PARAMETERS AND WATER CHEMISTRY TO BE MAINTAINED

· pH 7.2 to 7.8

· Alkanity 80 to 120 ppm

· TDS < 2000 ppm

· Hardness 200 ppm to 400 ppm

· ORP > 650 mv

· Temperature 78 Deg F to 88 Deg F

· LSI -0.5 to + 0.5

· Free Chlorine 1to 3 ppm

DAILY PROCEDURE TO BE FOLLOWED ON SWIMMING POOL

a) Washing and cleaning of pool filters

b) Clean skimmer strainer basket

c) Measure and record the chlorine or bromine residual and the pH at least twice a day (hourly during periods of heavy use) in both the shallow and deep ends.

d) Dosing of chlorine in balancing tank

e) Checking and recording pool water parameters

f) Check the operation of the recirculation pump and motor.

g) Check the operation of the disinfectant and pH chemical feeder.

h) Check the filter operation, read the pressure gauges, and backwash, if necessary. For all closed filters, manually release the air.

i) Analyze the water samples on regular basis to regulate and adjust the dosing of chlorine and maintain a healthy pH level.

j) Apply water treatment chemicals to maintain the quality of water at the required parameters.

k) Measure and record the flow rate and maintain the flowmeter in a clean, readable operating condition.

l) Clean and vacuum the pool before opening, if necessary, clean the bottom of the pool and manually skim debris from the surface.

m) Continuously removes leaves and flowers from the pool’s surface.

n) If necessary, add make-up water to maintain continuous overflow or an adequate water level on the skimmer.

o) Clean and disinfect the bathrooms floors and fixtures of the following bathrooms (ladies and gents; entrance guard booth; maintenance area and toilet near CGR kitchen); fill soap dispensers, toilet paper holders and paper towel dispensers as needed.

p) Clean pump room, chemical storage room, roof area of the swimming pool pump rooms, chemical storage room, and toilets.

q) Wash the deck with a hose.

r) Maintain daily logs of chemical consumption and submission of test.

TENNIS COURT

The Tennis court area is 37 meters by 20 meters.

1. Detailed statement of work

a) Bring equipment and cleaning supplies to clean and maintain the playground.

b) Sweep the tennis court floor twice daily. Collect the dry leaves and dispose the same to the nearest garbage collection area.

c) Clean the stains in the tennis court floor using water. Remove water if it stagnates. Ensure that bird droppings are cleaned.

d) On a rainy day, after the rain stops, clear the water from the court using a pusher to ensure that there is no stagnation of water on the court.

e) Wash the practice walls twice in the month using water. Ensure that bird droppings are cleaned.

f) Every two weeks, the tennis court will be closed for deep cleaning on Monday, if it falls on a holiday, it will be moved to the following day.

g) At the end of the day, store the tools and materials used in a designated place.

h) The contractor shall depute a minimum of two persons on daily basis to maintain and clean the tennis court and the playground. Staff should report in two shifts, as follows:

Monday thru Friday Morning shift from (6AM to 2PM) and afternoon shift from (10 AM to 6PM) Saturdays, Sundays, and Holidays Morning shift (7AM to 2PM) and afternoon shift from (10AM to 5PM).

Playground The playground area is 12 meters by 12 meters.

1. Detailed statement of work

a) Bring equipment and cleaning supplies to clean and maintain the playground.

b) Sweep the Playground floor twice daily. Collect the dry leaves and dispose the same to the nearest garbage collection area.

c) Wet mopping to be done to the playground floor once daily. Remove water if it stagnates. Ensure that bird droppings are cleaned.

d) Wash the play equipment to clean the bird droppings and dirt as required.

e) At the end of the day, store the tools and materials used in a designated place.

f) The contractor shall depute a minimum of two persons on daily basis to maintain and clean the tennis court and the playground. Staff should report in two shifts, as follows:

Monday thru Friday Morning shift from (6AM to 2PM) and afternoon shift from (10 AM to 6PM)

Saturdays, Sundays, and Holidays Morning shift (7AM to 2PM) and afternoon shift from (10AM to 5PM).

ACCESS TO GOVERNMENT BUILDING

1. General The contractor shall designate a representative who shall supervise the contractor’s technicians and to be contractor’s liaison with the American Consulate. The contractor’s employees shall be on the site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by the Consulate personal.

Personnel Data The contractor shall provide the names, biographic data, and other related details of the contractor personnel who shall be used on this contract prior to providing services. Consulate shall arrange for security clearances of the contractor technicians to be deployed at the Consulate. Submission of the information shall be made within 5 days of award of the contract. No technician will be allowed on site without prior authorization.

Vehicles Contractor vehicles will not be permitted inside the Consulate compound without prior approval. If you need vehicle access, please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should be submitted to the Facility Manager at least (1) week prior to the visit.

Security Clearance US Government shall issue identity cards to contractor personal, after they are approved and pass mandatory security clearance by the RSO. Till the time permanent cards are not issued to contractor workers, they shall be escorted to the premises to perform work by the Consulate representative. Contractor personal shall display identity card(s) on their clothes at all times while providing services under his contract. These identity cards are the property of the US Government. The contractor is responsible for their return at the end of the contract, when an employee leaves contractor service, or at the request of the Government.

STANDARDS OF CONDUCT

1. General The contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each contractor shall adhere to standards of conduct that reflect credit on themselves, their employer and the United Sates Government. The Government reserves the right to direct the contractor to remove an employee from the worksite for failure to comply with the standard of conduct. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

Neglect of Duties Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

Disorderly Conduct The contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling and intimidation by words, actions or fighting. Also included is participation in disruptive activities that interface with normal and efficient Government operations.

Intoxicates and Narcotics The contractor shall not allow its employee while on duty to possess, sell, consume or be under the influence of intoxicants, drugs or substances which produce similar effects.

Key Control The contractor will not be issued any keys. The keys needed to perform work will be provided to your escort.

GENERAL

1. PERFORMANCE

The contractor shall perform all services as outlined in the STATEMENT OF WORK. The objective of this contract is to eliminate system malfunction, breakdown and deterioration when system/equipment is running.

Inspection by Government: The services being performed hereunder and the supplies furnished therefor will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

1. If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

2. The COR will complete appropriate documentation to record the complaint.

3. If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

4. If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

5. The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

6. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

7. The COR will consider complaints as resolved unless notified otherwise by the complainant.

8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

iNVENTORY The contractor shall inventory and supply safety shoes and apparel for his technicians, personal protective equipment (hands, hearing, eye protection and life vests), MSDS, cleaning material/equipment and spill containment kits. The contractor should inventory the supply after each visit and other replacement supplies and have them delivered on site.

SAFETY

Safety is the highest priority. The contractor shall direct all of those under his charge to work safely. The safety concerns shall be brought to the attention of the COR. The contractor shall take all necessary measures and precautions to avoid interruptions of government operations and delays. Contractor must provide and maintain work environment and procedures, which will safeguard the public and government personal, property, materials and equipment exposed to his operations and activities. The contractor’s staff will take all safety precautions and comply with the standards issued by the Consulate, local authorities over occupational health and safety issues. All work should be carried in accordance with applicable safety regulations. In addition to this all contractor personal who so ever will be performing cleaning activity like vacuum on the pool shall have be trained swimmers.

INSURANCE REQUIREMENTS

1. Personal Injury, Property Loss Damage (Liability) The contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the contractors in the performance of this contract.

The contractor’s assumption of absolute liability is independent of any insurance policies.

Insurance The contractor at his own expense, shall provide and maintain during the entire period of performance of this contract, whatever is legally necessary.

SUBMISSION OF INVOICES

The contractor shall submit an invoice after each month on successful delivering of services. The contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Consulate’s payment office, whichever is later.

Invoices shall be sent to US: Missionindiapayments@state.gov

SAFETY STANDARDS TO BE FOLLOWED

1. General

1. All contractor employees engaged in maintenance/construction activities must wear proper shoes appropriate for their trade. No open toed sandals, flip-flops, or bare feet are permitted at work site.

2. All workers shall be fully clothed. No half pants and other non-appropriate clothing (Dhoti) will be accepted.

3. Malba / trash accumulated on the site shall be removed at a regular interval (if possible, on daily basis) to prevent trip hazards.

4. Employees exposed to occupational hazards shall wear personal protective equipment (hard-hats, eye protection, ear protection, etc.). Appropriate protective equipment for any operation varies with the size, nature, and location of work to be performed.

5. Drinking water must be made available to all contractor employees.

6. It is the responsibility of the contractor to provide all personal protective equipment (PPE) per the requirements at the work site and as directed by the COR. Any mishap due to negligence on the part of the contractor shall be entirely the contractor’s responsibility.

Ladders Safety

1. Contractor shall use aluminum or fiber glass ladders for most purposes. Wooden or bamboo ladders are not allowed on the site.

2. Proper ladder for the specific job shall be used (for example fiber glass ladders for electrical work etc.).

3. Damaged ladders or ladders with missing supports, shoes, etc. shall not be used at the work site.

4. Height of the ladder shall be at least two feet above the required height for the work.

Electrical

1. All the equipment / machines to be used for the execution of the job shall be properly grounded.

2. All the extension boards to be used at the site shall have proper grounding.

3. All connections to any of the outlets shall be through three pin plugs. Direct connection of wires into receptacles is not permitted.

4. Machines/Tools with damaged wiring/ cabling shall not be used at site. The extension cord or wire with the machines shall be solid core with no breaks.

5. Electricians working on the site shall wear non-conductive shoes with rubber soles and shall use rubber gloves during execution of the work.

6. Any heavy equipment requiring voltage higher that 220VAC shall be connected under supervision of a Consulate electrician.

7. No taped joint or undersize wiring is allowed at the site for the work.

Lock Out / Tag Out Lock out/tag out devices should be used during the testing of the electrical points and wiring.

Confined Spaces If contractor’s employees must work in a confined space the contractor shall contact the COR before proceeding with the work. Contractor shall arrange all the equipment as instructed by the COR to accomplish the job in a safe manner.

Hearing Protection Contractor’s employees working in excessively noisy environments shall wear proper hearing protection.

Attachment 1 Procedures Following Fecal or Vomit Accidents in Pools Fecal or vomit accidents in swimming pools can occur. With proper, timely action, the water quality of the pool can be maintained with minimal disruption to the swimmers. Most pathogens will be inactivated by the disinfectant concentrations required to be maintained in pools. The following steps must be taken following a fecal or vomit accident in a swimming pool:

1. All swimmers must exit the pool.

2. Remove as much of the solid material as possible. A strainer or vacuum may be used to remove any additional matter. If using the pool vacuum system, direct the water to the sanitary sewer, not the filtration system. All equipment must be cleaned and disinfected before reuse.

3. Super chlorinate the affected area of the pool. This may be done by adding powdered chlorine (HTH) or liquid bleach in the contaminated area to raise the chlorine level to 10 parts per million and mix with a stick or pole. For example, an area 15 feet in diameter and 5 feet deep, would require approximately 1 pound of HTH (65% calcium hypochlorite) or ½ gallon of liquid bleach (12% sodium hypochlorite). Pools with a volume greater than 50,000 gallons may elect to prohibit the use of the affected area only, but the above procedures must be followed. The pool must remain closed for a minimum of 30 minutes following super chlorination, or longer, if necessary, for the disinfectant residual to return to prescribed levels.

4. Test the water to verify the pH is between 7.2 and 7.6, the free chlorine residual is between 1.0 and 4.0 parts per million or the free bromine between 2.0 and 8.0 parts per million, the water is clear with the main drain visible, and all of the recirculation system is operating properly. The pool may be reopened after these conditions have been met.

5. In the remarks section of the Daily Swimming Pool Operation Report, indicate the time the pool was closed as a result of the incident and the water quality values when the pool was reopened.

The above procedures greatly reduce the likelihood of disease transmission in most situations.

As with most public health issues, proactive steps to prevent such incidents are encouraged.

Persons with any infectious diseases should not be allowed in the swimming pool. This would include persons with a cold, fever, and diarrhea. Section 820.360 of the Swimming Pool and Bathing Beach Code authorizes the pool operator to refuse admittance to such people and requires the patron regulations (Attachment 2) to be posted at the pool. The Department requires all children who are not toilet-trained to wear tight fitting rubber or plastic pants.

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