19BK8025Q0002_ATTACHMENT 1_Statement of Work.pdf

ATTACHMENT 1

REPLACING COMPONENTS OF HVAC SYSTEM - UTL AND LOADING DOCK

RFQ No.: 19BK8025Q0002

STATEMENT OF WORK

CONSTRUCTION SERVICES: REPLACING COMPONENTS OF HVAC SYSTEM - UTL AND LOADING DOCK

1.0 INTRODUCTION

1.1 The U.S. American Embassy Sarajevo wants to Replace existing components of HVAC system by New one on UTL building (Switch Gear Room and Pump room) and Loading dock room (part of SCAC building) based on existing design.

1.2 The facility is located at the American Embassy in Sarajevo. Two separate HVAC systems are located in the UTL building - Switch Gear Room and Pump Room, and one in SCAC building - Loading dock room.

All inspections and approvals shall be requested through the Embassy’s Facility Manager [FM] or Contracting Officer Representative [COR].

1.3 Work shall be completed as expeditiously as possible. The structure shall be occupied during the execution of this contract. Contractor shall coordinate with Contracting Officer for work phasing and job sequencing with work commencing and completing the performance of the works itself will not affect the operation of the installed equipment in any way.

1.4 The Government reserves the right to decide on partial execution of the contract, i.e. installation of one or two units if necessary.

2.0 GENERAL REQUIREMENTS

2.1 The Contractor shall provide quantity surveyors, construction personnel, equipment, materials, tools and supervision as needed to complete the services that meet the technical requirements in this Statement of Work [SOW]. It is expected that the Contractor shall partner closely with Embassy personnel.

2.2 The work shall be executed in a diligent manner in accordance with a negotiated firm fixed price and performance period. The period of performance for all Phases of the project shall be completed in 75 days from Contract Award.

2.3 The Contractor shall have limited access to, or be admitted into, any structure outside the areas designated for the project except with permission by the Embassy. The Contractor shall address the impact of the consequent disruption and provide for a continuing level of operation for continuous occupation of the residence during construction.

2.4 The Contractor shall be required to prepare and submit reports, bill of materials, product literature, drawings, specifications, quality control schedules, safety plan and construction costs. These documents shall provide the necessary interfaces, coordination, and communication between the Embassy and Contractor for the delivery of a completed project.

3.0 GOVERNMENT MATERIAL (GM) – Not Applicable

3.1 Contractor shall provide adequate quantities of materials in addition to the inventory of materials currently stored at the site to ensure the successful completion of the project as outlined in the specifications. A detailed List of Items provided at the site include: see Attachment 2 - BOM Replacing comp of HVAC system UTL-LD.

4.0 CONTRACT ADMINISTRATION

4.1 The Contractor shall not conduct any work that is beyond this Statement of Work and accompanying specifications unless directed in writing by the Contracting Officer [CO]. Any work done by the Contractor beyond this SOW and accompanying specifications without direction from the CO will be at the Contractor’s own risk and at no cost to the Embassy.

4.2 The Contracting Officer shall provide a Notice to Proceed [NTP] to the Contractor. No work shall be initiated until the NTP is issued by the CO.

4.3 The Contracting Officer may designate more than one individual to serve as the Contracting Officer's Representative [COR]. The Contractor will be furnished evidence of COR appointments, including explicit authority delegated to each COR and their responsibilities.

4.4 The Embassy does not make representations or warranties of whatsoever kind or nature, either expressed or implied, as to the quality, level of completion, accuracy, extent of compliance with the standards, codes and requirements described or referred to in this SOW, or the extent of coordination between or among the documents provided to the Contractor.

4.5 The Embassy’s review, approval, or acceptance of, nor payment for the services required under this contract shall be construed to operate as a waiver of any rights under this contract or any cause of action against the Contractor arising out of the performance of this contract.

4.6 The Embassy has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Office of Overseas Buildings may perform quality assurance inspections [QAI] and tests during construction to confirm the work is installed according to the SOW.

4.7 The Contracting Officer has the authority to issue a temporary stop order during the execution of any particular phase of this SOW. This authority may be executed when the Embassy requires time for official functions, or is in possession of specific credible information indicating that the lives of Embassy personnel are immediately threatened and that the execution of the project will increase the Embassy's vulnerability. The Contractor shall promptly notify the CO that work has been stopped.

4.8 If any of the Contractor’s services do not conform to the contract requirements, the COR may require the Contractor to perform the services again in conformity with the contract requirements. The Embassy may by contract or otherwise, perform the services and charge the Contractor any cost incurred by the Embassy that is directly related to the performance of such service or terminate the contract for default.

4.9 The Embassy has the right to terminate this contract for convenience at any time as a whole, or from time to time, if the Contracting Officer determines it is in the interest of the Embassy.

5.0 RESPONSIBILITY OF THE CONTRACTOR

5.1 The Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all construction and other services furnished under this contract. The Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its construction and other services.

5.2 The Contractor shall identify a Project Site Manager who shall be responsible for the overall management of the project and shall represent the Contractor on the site during construction. The Project Site Manager shall be approved by the COR.

5.3 The Project Site Manager shall attend all project meetings, prepare Status Reports on the project and submit them to the COR. Status Reports shall contain meeting minutes, accomplishments, arising concerns and proposed solutions, any proposed change orders, and any other pertinent information required to report the progress of performance.

5.4 All documentation produced for this project will become the ownership of the Embassy at the completion of this project.

5.5 The Contractor shall verify that all materials, equipment, and systems provide operational dependability. The Contractor assures the completed construction shall be easily maintained or replaced with readily available materials and services.

5.6 Any cost associated with services subcontracted by the Contractor shall be borne by and be the complete responsibility of the Contractor under the fixed price of this contract.

5.7 The Contractor is responsible for safety and shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety and similar matters. The Contractor shall promptly report all accidents resulting in lost time, disabling, or fatal injuries to the COR.

5.8 The Contractor shall be and remain liable to the Embassy in accordance with applicable law for all damages to the Embassy caused by the Contractor's negligent performance of any of the services furnished under this contract. The rights and remedies for the Embassy provided for under this contract are in addition to any other rights and remedies provided by law.

6.0 PRE-CONSTRUCTION REQUIREMENTS

6.1 The Contractor shall examine all the documents and visit the site to fully inform themselves of all the conditions and limitations applied to the work and submit a firm fixed price cost proposal for all the work. No subsequent cost allowance will be made to the Contractor for neglect of the existing conditions.

6.2 Provide a statement that the Contractor’s company and all personnel are experienced in the removal of existing components and the installation of new components within HVAC systems, as outlined in this Statement of Work (SOW) or in projects of similar type and scope.

6.3 The Contractor shall prepare and submit a Quality Control Schedule [QCS] and Project Safety Plan [PSP] to address the project. The QCS and PSP are intended to document the entire project from beginning to end.

6.4 Submit a copy of a Contractor’s Installation Guarantee covering the work and labor and equipment for a minimum period of 0NE [1] year at no cost to the Embassy signed by the Contractor.

6.5 Submit a Bill of Materials [BOM], product literature, samples and standard specification submittals of all materials to be used in the project provided by the contractor. The BOM's shall list the equipment and materials in sufficient detail that a purchase order for the materials and equipment can be executed without further elaboration or specifications. These documents will be used by the Embassy to approve all equipment and materials.

7.0 CONSTRUCTION REQUIREMENTS

7.1 No construction shall begin until approvals of the Pre-Construction Submittals are accepted by the

COR.

7.2 The Contractor shall be responsible for all required materials not provided by the Embassy, equipment and personnel to manage, administer, and supervise the project. All workmanship shall be of good quality and performed in a skillful manner as determined by the COR.

7.3 All materials and equipment incorporated into the project shall be new unless noted otherwise. The

Contractor shall transport and safeguard all materials and equipment required for construction.

7.4 Equipment and materials shall be carefully handled, properly stored, and adequately protected to prevent damage before and during installation, in accordance with the manufacturer's recommendations. Damaged or defective items shall be replaced. The contractor will be responsible for security of all materials and equipment.

7.5 Receipt of Materials - Shipment of equipment, materials, and supplies shall be addressed to the

Contractor - not the Embassy. The Contractor must be on hand to accept shipments; the Embassy will not accept shipments.

7.6 The Contractor will be provided with a storage and staging area as determined by the COR. The

Contractor shall be responsible for restoring the area to its original condition at the completion of the work. The Contractor shall be responsible for repair of any damage incurred to buildings or pavement as a result of storage activities. The Contractor is responsible for obtaining any additional off compound storage areas as required.

7.7 The Contractor shall keep the work area free from accumulation of waste materials. Upon completing construction, the Contractor shall remove all temporary facilities and leave the project site in a clean and orderly condition acceptable to the COR.

7.8 The Contractor shall perform the work at the site during the Embassy's normal workday hours, unless agreed upon with the COR.

7.9 The Contractor shall be responsible for connection of temporary utilities to existing utilities including water and power lines. All temporary connections to local water and power lines shall be coordinated with the COR. The Contractor shall pay all costs incurred in connecting, converting, and transferring the utilities to the work. The Contractor shall be responsible for making connections including providing back flow preventer devices on connections to domestic water lines, providing transformers, and for disconnections.

7.10 At the end of each workday, or notification of a temporary stop order, the Contractor shall lower and fixed all temporary work platforms and/or harnesses. The contractor shall notify the COR of the temporary barricade locations. Beginning the next workday, the contractor shall remove the temporary barricades before continuing the project.

7.11 Storm Protection - Should warnings of wind of gale force or stronger be issued, the Contractor shall take every practicable precaution to minimize danger to person, the work and adjacent property.

Precautions shall include, but not be limited to, closing all openings, removing all loose materials, tools and equipment from exposed locations, and other temporary work.

7.12 Cleanup - The Contractor shall keep the work area, including storage areas, free from accumulations of waste materials daily and comply with all federal, state and local regulations pertaining to the storage, transport and disposal of wastes. The Contractor shall not use Embassy waste disposal facilities including garbage cans, trash piles or dumpsters.

7.13 Landscape Restoration - The surfaces of all unpaved areas disturbed by construction activities shall be sodded with an approved grass native to the sodded area as approved by the COR. These shall include areas which existing pavement is removed, areas where excavation takes place, and areas where existing sod is killed or compacted by construction activities. Landscape shrubs killed or damaged by construction activities shall be replaced with same species and size.

8.0 CRITERIA

8.1 The Contractor work shall be in accordance with U.S. codes and standards. The COR will review and comment on the Contractor’s submissions using the following codes and standards:

• American Society for Testing & Materials,

• 2021 International Building Code

• 2021 International Mechanical Code

• 2021 International Plumbing Code

• 2020 National Electrical Code (NFPA)

• Statement of Work for Construction Services and the following accompanying specifications:

Submit specifications or manufacturer’s data sheets.

9.0 DELIVERABLE SCHEDULE

9.1 The Contractor shall commence work under this contract promptly, execute the work diligently, and achieve final completion and acceptance including final cleanup of the premises within the period specified.

9.2 Milestones:

Contractor Pre-Proposal Site Visit: August 25, 2025 at 2:00 p.m.

Award of Contract & Notice to Proceed: September 26, 2025 Construction Begins: Within 7 days of NTP Construction Ends: 75 days after receipt of NTP

9.3 Project Completion: Furnish one copy of maintenance and operating information, contractor’s one year workmanship guarantee and product literature of all items installed.

10.0 PROJECT SECURITY

10.1 The work to be performed under this contract requires that the Contractor, its employees and sub contractors submit corporate, financial and personnel information for review by the Embassy.

Information submitted by the Contractor will not be disclosed beyond the Embassy.

10.2 The Contractor shall submit this information including construction vehicle requirements within 10 days of the Notice to Proceed.

11.0 PAYMENTS

11.1 The Contractor shall provide a fixed priced lump sum proposal to the Contracting Officer. The Contractor may submit requests for progress payments at monthly intervals to cover the value of labor and materials completed to date. In making progress payments, there shall be retained 10% of the amount due until final completion.

11.2 The Contractor shall submit one copy of all payment invoices, with the appropriate backup documents to the COR. The COR will determine if the invoice is complete and proper as submitted. The COR also will determine if billed services have been satisfactorily performed and if expenses billed are correct. If it is determined that the amount billed is incorrect, the COR will within seven days, request the Contractor to submit a revised invoice.

11.3 The Contractor shall specifically identify his last invoice "Final Invoice." The Final invoice shall include the remaining payment claimed to be due under the basic contract and all modifications issued, if any. The final invoice shall also have the Contractor's Release of Claims Certificate attached.

12.0 SCOPE OF WORK - NEW HVAC SYSTEM AT CACS

12.1 MECHANICAL WORK

HVAC INSTALLATIONS

American Embassy Sarajevo wants to replace existing components of the current HVAC system with a new one on the UTL Building (Switch Gear Room and Pump room) and in the Loading Dock Room (part of the SCAC building) based on existing design and contruction.

Calculations of heat losses and heat gains were made according to the ASHRAE method, Contractor will check capacity of installed equipment and recommend the proper size and capacity.

Based on the results of calculations and comparisons with the existing equipment, the contractor will install the outdoor and indoor units in such a way that the performance of the new equipment is the same or better than the currently installed equipment, which implies the same or greater capacity of both heating and cooling, greater temperature range, air flow capacity of the duct unit, heating-cooling as well as a better degree of utilization.

The equipment offered by the contractor should be recognized as premium quality, have an official local representative with service, spare parts and the shortest possible delivery time for spare parts and service.

Each of the rooms will be conditioned using VRF inverter Heat Pump systems with one roof mounted Outdoor Unit (ODU) and one Indoor Ducted Unit (IDU). The ODU unit must be capable of operating within a temperature range of -15°C to +40°C, or an even broader range if available. This ensures reliable performance in both heating and cooling modes under diverse environmental conditions.

The position of the indoor units is at the same position as the existing ones to keep ducting installation in function. The capacity of the selected ODU and IDU units enables keeping of the required temperature in rooms of 23 ± 1°C throughout the year.

The operation of external and internal units will be controlled by wired remote controllers, with the possibility of selecting cooling or heating, on/off, fan speed selection, temperature adjustment, etc. Each system represents a separate zone and will have its own individual temperature control. External units with inverter compressors adjust the capacity and consumption of energy according to real needs, i.e.

space heat loads. Connections of the outdoors and indoor units will be with insulated copper pipes, suitable for R407A refrigerant or some other environmenttally-friendly refrigerant gas. Only original manufacturer's equipment shall be used as connectors or other additional materials attached for the main pieces of equipment.

The sheet metal ductwork shall be kept in its original conditions and will be thermally insulated to prevent condensation. In case of damage to the existing thermal insulation, the contractor is obliged to restore it to its original and full functional condition.

Drain condensate water from the indoor units shall be removed using the manufacturer's original flexible drain hoses or rigid PE (polyethylene) or PP (polypropylene) pipes. Pipes must be connected to the existing Rain Drainage Lines (RDL) at the designated junction points, utilizing gravity for condensate drainage whenever possible. If gravity drainage is not feasible, the contractor must propose a reliable condensate drainage system for prior approval by the Contracting Officer’s Representative (COR).

Lighting fixtures will not be moved.

All new penetration shall be approved in advance by the COR and executed according to U.S. Government tandards and instruction.

12.2 ELECTRICAL WORK

Replace existing components of HVAC system with a new one in the UTL building (Switch Gear Room and Pump room) and in the Loading dock room (part of SCAC building) based on the existing design. The construction design of the electrical installations for HVAC equipment was made on the basis of architectural drawings, technological data and the designer’s experience at such or similar facilities.

12.2.1 CABLE PIPES

For mounting high and low voltage installations (cables), galvanized cable pipes with dimensions adequate to the number of cables are planned should be used. Two different types of cable pipes will be used. For internal installation, thin-walled galvanized cable pipes, and for external/roof installation, thick-walled metal galvanized pipes. The whole length of the cable must be completely protected in the aformentioned cable pipes. Complete installation must be performed to the adequate standards with appropriate accessories, joints, connection boxes etc.. Connection points of the cable pipes need to be adequately sealed. It is not allowable to use any other material except galvanized steel, especially plastic. Cable pipes will go through the existing openings in the ceiling towards the roof.

12.2.2 ELECTRICAL INSTALLATION FOR MECHANICAL EQUIPMENT

Powering and control of mechanical installation devices is implemented as follows:

• Power supply of HVAC equipment (both outdoor and indoor units)

• Internal connection (communication) between remote control unit and indoor units

• The contractor will check the capacity of the existing fuses, and according to the new equipment if the fuses need to be replaced they will be replaced with suitable ones.

Power supply will be completed with appropriate non-flammable, hallogen free cables N2XH with corresponding cross-section, while communication between control units and field HVAC units will be done with FTP CAT6a fire-resistant, halogen-free cable.

All mechanical devices are supplied with electric power form corresponding (existing) distribution board.

Additional miniature circuit breakers are added in existing and corresponding (to each facility) distribution board, for powering new mechanical equipment. The choice of cables has been made based on the rated power of new mechanical devices according to manufacturers data.

Outdoor units (metal housings) on all three facilites need to be grounded/connected with copper braid D=10mm2, to existing lightning installation.

As part of this SOW, see the list of attached documents for more related information:

1. Equipment locations

2. Indoor unit

3. Outdoor unit and tech data

NOTE: Documents listed above will be provided to the offeror in hard copy during the site visit.

END OF STATEMENT OF WORK