THE UNITED STATES EMBASSY LONDON

Technical Specifications:

Quinquennial Painting

SITE ADDRESS: WINFIELD HOUSE,

LONDON, NW1 4RT.

US EMBASSY, LONDON – FACILITY MANAGEMENT

MAY 2026

By JLR

Rev 003

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

CONTENTS

1 Introduction

1.1 Background

1.2 Duration

1.3 Security requirements

1.4 Schedule documentation required

1.5 Commencement of the contract

1.6 Contractor’s personnel certifications

1.7 Access and parking

1.8 Working hours

1.9 Additional works and modifications

2 Health and safety, welfare and environmental procedures

2.2 Storage of materials and contractor’s tools and equipment

3 Quality control

3.2 Standards of conduct in the premises

4 Statement Of Work

4.1 Quinquennial Repainting

4.2 Year 2026/Phase 1

4.3 Year 2027/Phase 2

5 Completion

6 References/Glossary

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

1 INTRODUCTION

1.1 BACKGROUND

1.1.1 Facility Management Office propose to complete the exterior quinquennial painting to previously painted surfaces to house, cottages, out buildings, railing/fence and all other items located within the property boundary, proposes completing a phased approach, phases 1 & 2

1.1.2 This document shall be read in accordance with “The Crown Estates – Regents Park” Guidelines & Standard Specification to Architects and Contractors – Dated November 2015.

1.1.3 The Crown Estates may request that their surveyors attend site to inspect and report on the works during the project, to inspect the painting applications.

1.1.4 The property shall be occupied, so the contractor will provide dust control, surface protection throughout, and only work between 0900hrs and 1700hrs.

1.1.5 The contractor shall familiarize themselves fully with this specification and relating documentation and drawings; include within their quotation the costs for but not limited to the following items to enable a fully completion function project:

a) Health and Safety documentation and obligations.

b) Transport and travel.

c) Materials.

d) Labor.

e) Preparations & installations.

f) Certifications/Warranties/Permits.

g) Commissioning.

h) Production on completion containing but not limited to Health and Safety File, quality reports, certificates, warranties, as-built drawings and O & M manuals.

1.1.6 The contractor shall be certified and audited to but not limited to the following standards;

a) ISO 9001 Quality Management.

b) ISO 45001 Occupational Health and Safety

c) or equivalent management systems.

1.2 DURATION

1.2.1 Phase 1 - All works shall be completed within 42 calendar days.

1.2.2 Phase 2 – All works shall be completed within 35 calendar days.

1.3 SECURITY REQUIREMENTS

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

1.3.1 The US Department of State operates strict security procedures for entry into its properties. All personnel likely to be involved on site at any time during the contract period shall complete and return the security clearance questionnaire.

1.3.2 This form shall be completed and submitted to the Embassy immediately after award along with a photocopy of the employee’s current passport or driver’s license.

1.3.3 Dependent of the type of works and the period of time spent on site, the contractor may be requested to attend a security interview, costs to be deemed by the contractor.

1.3.4 The right is reserved to refuse entry to the building at any time. Any decision on this matter shall be final and conclusive and at no cost to the US Embassy.

1.3.5 When necessary, contractor employees shall be escorted by security personnel during the performance of their work.

1.3.6 When working within residential buildings the contractor shall ensure that all doors remain closed/locked at all times and ensure the properties are left secure at the end of each working day.

1.4 SCHEDULE DOCUMENTATION REQUIRED

1.4.1 The contractor shall provide a project schedule or program, presented in the form of a Gantt chart (both MS Project and Excel are acceptable), showing number of days/duration, tasks and critical path.

1.5 COMMENCEMENT OF THE CONTRACT

1.5.1 No work shall start or equipment and materials be ordered until the contractor has received a purchase order or authorisation from the Contracting Officer.

1.5.2 The Contractor shall designate a representative person who shall supervise the Contractor's employees and be the Contractor's liaison with the U.S. Embassy.

1.5.3 The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes.

1.6 CONTRACTOR’S PERSONNEL CERTIFICATIONS.

1.6.1 It is the contractor’s responsibility to ensure that their employees are competently qualified, trained and certified to work on all specialist equipment and machinery named within this document and attachments

1.6.2 The contractor shall proceed to provide proof of competency of all his operatives, including but not limited to, qualifications, certifications, training and experience on similar plant in other locations. Only properly skilled trade’s personnel shall be employed to execute all aspects of the works.

1.6.3 All work must be executed strictly in accordance with the current Codes of Practice.

1.7 ACCESS AND PARKING

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

1.7.1 The contractor is responsible and shall include within their quotation all costs and fees for congestion charges, transportation, deliveries and parking costs.

1.7.2 The contractor is responsible to provide the COR with operatives’ names and delivery details, vehicle registration plate number, make and colour minimum of 24 hours in advance of visit.

1.7.3 There may be provisions for one parking space only.

1.8 WORKING HOURS

1.8.1 Unless prior arrangement the works shall be undertaken on from Monday through to Friday, during normally working hours 0900hrs – 1730hrs.

1.8.2 No work shall be undertaken on local and American holidays unless prior agreement and at no addition costs to the US Department of State.

1.9 ADDITIONAL WORKS AND MODIFICATIONS

1.9.1 This section refers to repairs, modifications and parts required outside the statement of works.

1.9.2 Only those works specified in writing in the official scope of works issued with the Purchase Order/Delivery Order/Contract are to be undertaken by the Contractor.

Any changes or deviation to the scope of works will be made in writing via an official modification to the original Order or Contract. Should the Contractor undertake any works not specified on the official scope of works or subsequent official modification to the scope of works, the US Government will not be liable to make payment for the additional work; all additional works will be at the Contractor’s own expense.

1.9.3 If during the course of the execution of the works the Contractor deems additional works, outside the original scope of works are required, they should inform the Contracting Officer or Contracting Officer’s Representative (COR) in writing, giving full details of the additional works, the reasons why they are deemed necessary and a full breakdown of any additional costs which would be incurred in undertaking the works. The Contractor should not commence any proposed works until such time as confirmation is received by the Contractor in the form of an official written modification. The Contractor will be financially liable for any works outside the scope of works undertaken by the Contractor in the absence of an official modification.

1.9.4 The contractor shall supply the COR with a formal written quotation for any claim for additional works or modification to contract.

1.9.5 If additional time or increase of the duration contract the contractor shall advise the Contracting Officer and/or Contracting Officers Representative in written, providing details of why a request for extension, and evidence of causes of delay.

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

1.9.6 Thoroughly deep clean property and/or areas of work, including wiping down all surfaces, vacuum/wash all floor surfaces, and clean windows leaving property/areas free from rubbish, smears of dust and alien bodies.

2 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

2.1.1 All work shall comply with the local Health and Safety Executive Legislations and

Regulations. The link to the website is www.hse.gov.uk

2.1.2 The contractor shall provide the COR with all site specific Risk Assessments and

Method Statements (RAMS) prior to commencement of works.

2.1.3 After surveying the facility and the relevant equipment, the contractor shall inform the US Government of any health and safety concerns or special requirements so their work can be carried out safely.

2.1.4 The contractor is responsible for all site management including all Health & Safety, welfare & first aid facilities, site signage, safety barriers/zoning including employment/managing/programming of sub-contractors health safety registration.

2.1.5 The contractor shall ensure a competent foreman or leading hand is on site throughout the duration of the project and whilst in progress.

2.1.6 A keep site copy of the specification, daily visitor log, and necessary Health & Safety logs shall be updated, ready for inspection at any time by the “Contracting Officers Representative”.

2.1.7 It is the contractors responsibility to ensure that all their employees are equipped with certified safety equipment (PPE) to complete the tasks as requested within this document and provided attachments, and in accordance with the contractors method statements and health & safety plan.

2.1.8 Restrooms and welfare facilities are available for the use by the contractor and their employees, however they must be always kept clean.

2.1.9 The contractor shall be responsible for the safe and environmentally friendly disposal of all redundant materials, parts and consumables. Safe disposal records copies shall be provided to the COR after each visit.

2.1.10 If the contractor considers or suspects that the execution of any work will, or is likely to, involve any interference or disturbance with asbestos-containing materials, lead, gas piping or storage, pipes conveying steam and any other hazardous substances or installations, he shall immediately stop work and forthwith notify the COR who will give the contractor further instructions.

2.1.11 The contractor shall request a hot works permit prior to starting any hot works example soldering/welding work.

2.2 STORAGE OF MATERIALS AND CONTRACTOR’S TOOLS AND EQUIPMENT

http://www.hse.gov.uk/

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

2.2.1 The contractor shall store ALL relevant materials, tools and equipment in a lockable site box, to be provided by the contractor which shall be removed at the end of the service.

2.2.2 No contractor’s property and materials shall be left on US Government premises after completion of the project, unless prior writing agreement with the COR.

3 QUALITY CONTROL

3.1.1 The contractor shall implement a quality management plan (QMP) for the project and provide to the COR.

3.1.2 It is the responsibility of the contractor to complete the quality control inspections throughout the duration of the project, and keep a record of representatives visiting site.

3.1.3 “The Crown Estates” may wish to monitor the works and the contractor shall provide access and assistance as requested.

3.1.4 The COR will be conducting quality inspections during each site visit and shall notify contractor of any concerns.

3.1.5 All materials and works shall be completed in accordance with relevant British Standards.

3.1.6 All materials used shall be British Board Agreement Certified (BBA).

3.1.7 Provide the COR documentation of any known defects at handover including details of corrective actions.

3.2 STANDARDS OF CONDUCT IN THE PREMISES

3.2.1 The contractor employees shall maintain satisfactory standards of competency, conduct and cleanliness when working within the US Government properties and boundaries. These standards are especially strict when working within office environments or when working in or accessing adjacent areas.

3.2.2 The Government reserves the right to ask the contractor employee to leave the premises if an employee is deemed disruptive. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

3.2.3 The Contractor's employees shall wear clean, tidy and uniforms with clear means of contractor identification when on site.

3.2.4 No smoking on US Government property.

3.2.5 It is prohibited for the contractor to play music in any part of the premises or use abusive or loud language at any time within the US Government property boundaries.

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

4 STATEMENT OF WORK

4.1 QUINQUENNIAL REPAINTING

4.1.1.1 The contractor shall complete and forward to The Crown Estates – Start of Work Notice and Completion Certificate upon project finish.

4.1.1.2 Painting to commence between months May 1st and August 31st.

4.1.1.3 Entry to all buildings is out of bounds and not accessible.

4.1.1.4 There is a toilet and wash hand basin located within the garage block.

4.1.1.5 All works will be completed using mechanical platforms “cherry pickers” and all contractors personnel shall be trained to use the equipment and hold a current CITB license or recognized equivalent to operate such equipment.

4.1.1.6 Contractor to provide evidence of certification to COR.

4.1.1.7 No permanently erected scaffolding shall be allowed.

4.1.1.8 All temporary tower scaffolding/ladders shall be erected and dismantled each day and securely chained and padlocked at evenings/weekends. No scaffolding or working platforms can be fixed to the exterior fabric of the building. Operators erecting tower scaffolding must hold current PASMA card or equivalent.

4.1.1.9 To ensure the lawn, paving, flower beds and foliage are protected against damage/paint during the project.

4.1.1.10 Protect brickwork from paint splashes.

4.1.1.11 That all staff to dress appropriately, no vests or shorts, and staff shall be provided with and wear company overalls or similar with company names/logos displayed, whilst on site.

4.1.1.12 All equipment, tools and materials are stowed away at the end of each working day and that all areas are left in a clean and tidy state.

4.1.1.13 To report any defects immediately to the COR.

4.1.1.14 To clean all windows and leave glazing free from paint splashes/dust/grit and dirt.

4.2 YEAR 2026/PHASE 1

4.2.1 Main House & Cottages.

4.2.1.1 The contractor shall complete the following in accordance with “Crown Estates” and

“ICI/Dulux” technical requirements –

4.2.1.2 Repair rotten timber sections and replace with new where necessary.

4.2.1.3 Remove defective timber and use a two pack exterior filler, providing a smooth surface and bring forward with painting.

4.2.1.4 Overhaul, ease and adjust all timber doors, casement and sash windows, oiling all moving parts. All opening windows and doors shall be left fully functional after painting.

4.2.1.5 Prior to starting, complete a detailed window schedule, providing information on proposed repairs or any replacement sashes or box sections that are beyond repairs.

4.2.1.6 Free all previously painted shut windows and doors.

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

4.2.1.7 Allow for the replacement of 3 square meters of glazing.

4.2.1.8 Prepare surfaces for painting.

4.2.1.9 Complete painting of all previously painted surfaces to the exterior of the main house.

4.2.1.10 Repair, prepare and paint all flower boxes/pots surrounding the house.

4.2.1.11 Repair, prepare and painting lampposts leading up from main entrance gate to house.

4.2.1.12 Reseal joints between existing timber window/door frames and masonry with mastic jointing material.

4.2.1.13 Include for 50 square meters of pointing in areas of defective brickwork.

4.2.1.14 Clean out all galleys, gutters, down pipes and drainage.

4.2.1.15 Clean/sweep off main flat asphalt roof and apply three coats of white reflective solar paint.

4.2.1.16 Inspect roofs and provide report on condition.

4.2.2 Previously Painted Surfaces within Grounds.

4.2.2.1 Painting and minor repairs to all out buildings, incorporating all previously painted surfaces/items within the grounds.

4.2.2.2 The contractor shall complete the following in accordance with “Crown Estates” and

“ICI/Dulux” technical requirements –

4.2.2.3 Prepare, repair and repainting of all previously painted surfaces to all buildings detached from the main house but within the property boundary.

4.2.2.4 Including the prepare, repair and repainting of all previously painted surfaces/items within property boundary – greenhouse, gates, lampposts, fences, flag poles and staircases.

4.2.2.5 Repair rotten timber sections and replace with new where necessary or treat rotten timber.

4.2.2.6 Overhaul, ease and adjust all timber doors, casement and sash windows, oiling all moving parts. All opening windows and doors shall be left fully functional after painting.

4.2.2.7 Free all previously painted shut windows and doors.

4.2.2.8 Allow for the replacement of 3 square meters of glazing.

4.2.2.9 Repair, prepare and paint all flower boxes/pots surrounding the house.

4.2.2.10 reseal joints between existing timber window/door frames and masonry with mastic jointing material.

4.2.2.11 Include for 50 square meters of pointing in areas of defective brickwork.

4.2.2.12 Clean out all gulley’s, gutters, down pipes and drainage.

4.2.2.13 Clean/sweep off flat asphalt roofs and apply three coats of white reflective solar paint.

4.2.3 Rotten Sections of Timber

4.2.3.1 The contractor shall allow for replacement 100 linear metres of rotten timber sills, splice into existing seasoned timber, waterproof glue and mechanically fastened. Prime, undercoat and finishing coats as per painting specifications. Sill sections are form from oak sections.

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

4.2.3.2 The contractor shall allow for replacement 150 linear metres of rotten timber sash boxes, & parting bead, scathed into existing, waterproof glue and mechanically fastened. Prime, undercoat and finishing coats as per painting specifications.

4.2.4 Replacement Sashes

4.2.4.1 Contractor shall allow for 8 replacement sashes if existing sashes cannot be repaired as per 2 pack exterior filler, replacements shall be reviewed and agreed on site. Contractor shall provide a quotation for their individual costs per sash.

4.2.4.2 New sashes shall be professionally made off site by a joinery company, the replacement sashes shall match existing identically, moldings, sash style, bottom & top rails and existing design including glazing bars.

4.2.4.3 New sashes shall be constructed using traditional method, mortice and tenon joints.

4.2.4.4 Sashes shall be single glazed and match existing putty lines.

4.2.4.5 New sash cords, replacement parting beads, and new weights.

4.2.4.6 Polish and fit existing ironmongery back to sashes.

4.2.4.7 Paint all damaged surfaces internally.

4.2.5 Safety Film for New Glazing inc Sashes.

4.2.5.1 Supply and fit UV Protection and Security Protection film-

Install 3M Safety film safety S80 window film, 3M Safety film safety S80 Features (on 6mm clear glass) Glare reduction 9% UV rays blocked 98% Rate Class A resistant according to ASTM E84

Film Proprieties:

Thickness: 0.2mm Color : clear Materials: Polyester Adhesive: Pressure sensitive acrylic Tip coating: Scratch resistant hard coat

4.3 YEAR 2027/PHASE 2

4.3.1 Repainting of Perimeter Fence & Gates

4.3.1.1 The contractor shall complete the following in accordance with “Crown Estates” and

“ICI/Dulux” technical requirements –

4.3.1.2 Prepare and repainting of complete perimeter fence and gates both internally and externally (2 sides).

4.3.1.3 Remove, prepare, paint and reinstall all plywood/metal checker plate screens to fence and gates.

Facility Management Office – Quinquennial Painting – Winfield House, London, Outer Circle, Regents Park.

5 COMPLETION

5.1.1 Contractor shall clean all areas and surfaces affected by these works, including sweeping and power washing.

5.1.2 Provide COR with Completion Health & Safety File, including all certificates product/installations warranties, and O&M manuals in a hardcopy form and electronic copy or a CD, relating to all workmanship, equipment and products used on the project.

5.1.3 Remove from site all debris, materials and equipment.

6 REFERENCES/GLOSSARY

6.1.1 Health and Safety Executive www.hse.gov.uk

6.1.2 The Crown Estates www.thecrownestates.co.uk

6.1.3 Historic England www.historicengland.org.uk

http://www.hse.gov.uk/ http://www.thecrownestates.co.uk/ http://www.historicengland.org.uk/