FY25__SWITCHGEAR ROOM COOLING SOW_Skopje.pdf

SENSTIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

OVERSEAS BUILDINGS OPERATIONS

STATEMENT OF WORK FOR

DESIGN AND CONSTRUCTION SERVICES

U.S. EMBASSY SKOPJE, REPUBLIC OF NORTH MACEDONIA

SWITCHGEAR ROOM COOLING SYSTEM

U.S. Embassy Skopje

Str. “Samoilova” Nr. 21

1000 Skopje

Republic of North Macedonia

03/06/2025

U.S. Embassy Skopje – Republic of North Macedonia

UTL Building switchgear cooling system

TABLE OF CONTENTS:

1 INTRODUCTION

2 PROJECT WORK SPECIFICS

3 PHASE 1 – DESIGN SERVICES

4 PHASE 2 – CONSTRUCTION SERVICES

5 CONTRACT ADMINISTRATION

6 GENERAL REQUIREMENTS ....................................................... Error! Bookmark not defined.

7 PAYMENTS

8 ATTACHMENTS ............................................................................ Error! Bookmark not defined.

1 INTRODUCTION

1.1 The US Embassy Skopje requires engineering design and construction services to install new cooling system in in the embassy compound Utility building switchgear room. The following

Statement of Work (SOW) shall describe the cooling equipment installation and any related scope items.

1.2 The contractor shall provide complete design and construction services, contractor coordination/supervision, including but not limited to the management, professional design services, and construction necessary to meet the requirements listed in this SOW within the established schedules.

1.3 The SOW shall consist of two phases as described in sections 3 & 4.

1.3.1 Phase 1 – Design Services

1.3.2 Phase 2 – Construction Services

2 PROJECT WORK SPECIFICS

2.1 Mechanical works

2.1.1 The goal of the project is to provide cooling capacity to the existing switchgear room located in the embassy compound UTL building. Currently the room does not have any cooling system installed. The goal is to maintain the ambient temperature inside the room at 23 [OC] ± 2 OC all year round;

2.1.2 Relative air humidity in the room shall be kept within the usual range of 35 – 50

2.1.3 The project shall take into consideration the heat load generated by the electrical equipment installed/operating in the room. Information about the heat load shall be given to prospective bidders during site visits.

2.1.4 Preferred cooling system is VRV design. The cooling demand is estimated at 15- 20 kW. This is just an approximate value to be used only for information purposes by the prospective bidders. The actual cooling demand shall be determined during the design phase.

2.1.5 Preferred configuration shall consist of an outdoor unit circulating refrigerant to several indoor units. The number and locations of the indoor units shall be determined based on the requirement to provide uniform ambient temperature throughout the room (at elevation of 1.5 above the floor)

2.1.6 The number of room temperature zones/sensors shall correspond to the number of interior units. Each temperature zone shall have independent control.

2.1.7 Preferably, the outdoor unit shall be with modular design, consisting of at least 2 modules. This modular design shall provide for at least 65% redundancy in case of a failure of any of the individual modules.

2.1.8 The indoor units’ condensate shall be piped and discharged outside the switchgear room. The condensate from individual indoor units may be piped into one common condensate pipe, if convenient. Discharge of condensate by gravity is preferred.

2.1.9 Due to presence of high current electrical equipment, care must be taken to reduce the risk of condensate leaks. In case of a leak, special care must be taken to eliminate any possibility of leaked condensate affecting the electrical equipment

2.1.10 Floor mounted equipment and piping shall have seismic supports and bracing

(spring isolators and bracings) provided for Skopje seismic zone;

2.1.11 Wherever required, all concrete wall pipe penetrations shall be core drilled. Upon installation completion, the interstitial space shall be caulked with fire resistant caulking per NFPA norms;

2.2 Electrical works

2.2.1 All electrical installations shall comply to NFPA 70 National Electrical Code;

2.2.2 The contractor shall provide all electric materials and accessories, including electrical power supply and control panels for the NEW cooling system;

2.2.3 The embassy shall provide the main power supply cable to the new cooling system electrical panel. The contractor shall provide information about the total electrical load of the new equipment.

2.2.4 Contractor may, wherever possible, use the existing electrical duct-banks and/or conduits, as approved by embassy facility management/project COR,

2.2.5 Wherever required, all concrete wall conduit penetrations shall be core drilled.

Upon installation completion, all penetrations shall be caulked with fire resistant caulking per NFPA norms;

2.2.6 All new equipment, metal piping and pipe support shall be grounded to the existing building grounding infrastructure;

2.3 Structural works

2.3.1 The Contractor shall provide a raised platform for the outdoor unit (a concrete pad or other approved support platform);

2.3.2 The contractor shall provide seismic and vibration isolation bracing for all equipment, ducting (if applicable) and piping systems in accordance with the more stringent of ASHRAE, IBC, or other codes/standards specified in this contract.

Contractor shall comply with the pertinent building codes for proper mounting and bracing of equipment, duct, and pipes to protect against seismic events. Mechanical equipment shall have seismic mounts/bracing governed by non-structural seismic requirements of the building code. Surge restrainers shall be installed on all hangers and rod throughout. End of branch lines require seismic restraints. Mains and cross mains require seismic bracing. See OBO-ICS-IBC Chapter 16, Table 1609 - Design

Criteria for Snow, Wind and Seismic.

2.4 BAS connectivity

2.4.1 The new cooling system shall be a standalone installation not connected to the embassy existing HVAC infrastructure.

2.4.2 Controllers shall be BACNET compatible for future integration of the switchgear room cooling system into the embassy compound BAS.

2.5 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

2.5.1 The Contracting Officer may designate in writing one or more Government employees, by name or position title, to act for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative

(COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer, and this authority is delegated in the designation.

2.5.2 The COR for this contract is Toni Dimitrov, US Embassy’s FAC Mechanical

Engineer.

2.5.3 The Contractor shall give written assurance to the COR that all contractor staff performing work on or for the project have obtained all requisite licenses and permits.

2.5.4 This is a firm fixed price contract and no charges or increases will be made due to contractor oversights, or unanticipated expenditures. All additional claims beyond the terms of the contract will be made in writing and directed to the US Embassy

Contracting Officer for reconciliation.

2.5.5 All work shall be performed during 0800 – 1800 hrs., Mondays thru Fridays. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's

Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.

3 PHASE 1 – DESIGN SERVICES

3.1 Kick-Off Meeting: Within 5 (five) business days after issuances of the Notice to Proceed

(NTP), the Contractor shall assemble a team to participate in a meeting at the embassy premises, with the Contracting Officer (CO), Contracting Officer’s Representative (COR), Work Safety Officer (POSHO) officer. The meeting will include discussions of Project schedule, review of the SOW and technical aspects of the project.

3.2 Phase 1 – Design Deliverables – 50% CD, 100% CD and IFC Set:

3.2.1 The following deliverables shall be provided for each the 50% CD, 100% CD and

IFC submissions.

3.2.1.1 The 50% CD submission is not expected to have all drawings and specifications completed for each deliverable, however, there should be adequate detail for OBO/DE to provide timely and sufficient feedback.

3.2.1.2 Emphasis shall be placed on calculations for the 50% CD submission as this will be an important driver in finalizing equipment selections and determining required electrical and structural modifications.

3.2.2 Long-Lead Equipment Procurement: Submittals for long lead items (i.e. chillers, pumps) may be submitted following the completed 50% CD submittal.

3.2.3 Product Literature: Identify all materials and products to be used. The specific manufacturer and model number used as the basis of design shall be listed for each item. Include maintenance and warranty information. Contractor shall provide information on local Contractors and technicians in the region that can provide service and preventive maintenance support for all major pieces of equipment.

3.2.4 Project Schedule: The Contractor shall provide a project schedule summary, including all related tasks so the contractor can deliver on time. This schedule should contain all important delivery dates, time restrictions and the expected project duration.

3.3 Phase 1 Milestones / Schedule of Deliverables

Item Deliver to: Delivery Date

Contract Award Contractor +0

Design Notice to Proceed (NTP) Contractor +5

Site Survey - +5

50% Construction Documents (CD) COR +20

50% CD Integrated Design Review (IDR) COR +35

50% CD Comment Resolution Meeting COR via Video Conference +40

100% Construction Documents COR +60

4 PHASE 2 – CONSTRUCTION SERVICES

4.1 Following IFC document review and issuance of OBO building permit, the Contracting

Officer shall provide a NTP (notice to proceed) for Phase 2. No equipment shall be ordered prior to receipt of OBO approval. At the COR’s discretion, long lead equipment may be submitted/approved early in the project to expedite equipment manufacturing.

4.2 Kick-Off Meeting: Within 5 (five) business days after issuances of the Notice to Proceed

(NTP), the Contractor shall assemble a team to participate in a meeting at the embassy premises, with the Contracting Officer (CO), Contracting Officer’s Representative (COR), Work Safety Officer (POSHO) officer. The meeting will include discussions of Project construction schedule, review of the SOW and other technical aspects of the project. The meeting shall include discussion of work safety (SHEM) requirements that are mandatory during project completion. Work safety is essential having in mind that the switchgear room is housing the embassy compound main electrical breakers. Both personnel safety and safety of the equipment is a priority.

4.3 Onsite Execution Work Plans: Prior to each and all site mobilizations, the Contractor shall provide a copy of a detailed execution plan, which includes dates, specific daily tasks, shutdown requirements / lengths, equipment / systems parts to be installed, specific employees lists to be dispatched and their qualifications.

4.4 Progress Reports Requirement: Following award, the Contractor shall submit progress reports (along with project schedule updates – see below) to the COR preferably on a weekly basis.

4.5 Reports shall be either letter or A4 format, either in PDF or Word. Reports shall contain all information relevant to the project, including a description of work accomplished, work in progress, planned activities, arising/occurring issues, proposed solutions,

4.6 Project Schedule Updates: The Contractor shall also provide weekly project schedule updates that record actual work progress versus the approved base lined schedule. These schedules shall have identical formats for clarity.

4.6.1 The Contractor shall plan, estimate, and schedule all work to assure labor, and equipment are available to complete work requirements within the specified time limits and in conformance and quality standards and performance requirements established herein. The Contractor shall utilize Critical Path methodologies and processes to schedule, plan, monitor and manage this task order. Provide phasing schedule of the work to be done during the construction period

4.6.2 The schedule shall be scaled initially by weeks or at COR request.

100% Integrated Design Review COR +75

100% CD Comment Resolution Meeting COR via Video Conference +80

Design Issued for Construction (DIFC) COR via ProjNet +90

4.6.3 All schedule updates and progress recording shall be validated by the Contractor in writing to be accurate as of the reporting date.

4.6.4 The schedule shall also include an initial base-line date indicating the date which the schedule was base lined and for subsequent schedule submission requirements the data date shall reflect the current and/or revised schedule date.

4.7 Deployment Reports, Checklists, Punchlists & Inspection Records: All deployment reports, checklists, punch-lists, scheduled/performed inspection records, corrective actions taken, cost data, and program economic reports shall be maintained by the Contractor through the term of this contract. The file(s) shall be the property of the Government and made available to the Contracting Officer’s Representative (COR) during regular working hours.

The file shall be turned over to the Contracting Officer (CO) and Contracting Officer’s

Representative (COR) within three (3) working days following completion or termination of this contract.

4.8 Equipment Start-Up:

4.8.1 The COR or COR’s designated representative shall be present during all start-up demonstrations.

4.8.2 The FM (or local designated technical representative) must approve of the start-up report prior to technician demobilization. All equipment must be successfully started up prior to the Contractor proceeding to any commissioning / demonstration phase.

4.9 Testing and Balancing (TAB): The Contractor shall perform adjusting and balancing procedures on the new equipment;

4.9.1 A final TAB report shall also be included in final deliverables at construction completion.

4.10 Operation & Maintenance (O&M) Manual: The contractor shall provide and submit all project specific O&M manuals for all major equipment and all significant appurtenances being provided as a part of the project. The O&M manual must include all recommended preventive maintenance tasks for the estimated life of the equipment. The preventive maintenance plan must include items, such as weekly, monthly, semi-annually, annually, etc.

tasks.

4.11 Commissioning/Final Demonstration: The Contractor shall provide a demonstration of equipment function in its entirety at the end of the project, which includes all sequences, alarms, and even simulating power outages, and equipment failures. Equipment and systems shall not be considered accepted and turned over to the Government without a successful commissioning and demonstration.

4.11.1 Contractor shall pressure test all piping work to ensure the integrity of the piping system. Air or inert gas pressure testing is a preferred method. All leaks shall be repaired by the Contractor prior to restoring service.

4.11.2 Leading up to commissioning, the Contractor and subs shall also be required support pre-commissioning preparation activities. The full team shall be required to complete the Commissioning/Demonstration phase. The Contractor shall be required to support the development of Cx tasks and shall be required to pre-test equipment prior to commissioning to ensure Cx testing is executed as efficiently as possible. Commissioning is not a tool that shall be used to troubleshoot issues that are the responsibility of the Contractor to resolve.

4.11.3 The COR or COR’s designated representative shall be present during all commissioning demonstrations.

4.11.4 The full team shall be required onsite to complete the Commissioning/Final

Demonstration phase.

4.11.5 Commissioning shall include, but is not limited to:

4.11.5.1 Simulating lead/lag staging and swapping lead components (i.e. chillers, pumps) following simulated equipment failures.

4.11.5.2 Simulating plant staging through entire sequence.

4.11.5.3 Confirming the PCC chiller remains as true-backup and is offline when the main house plant is in operation.

4.11.5.4 Simulating a house chilled water plant failure (i.e. high water temperature) to ensure the PCC chiller plant energizes when required.

Confirm PCC chiller plan auto-shutdown on return of house chiller loop temperatures.

4.11.5.5 Demonstrating the equipment auto-restarts flowing power outages and switching back-and-forth between generator and normal power.

4.12 Post Training: The Contractor shall provide formal training to Post facilities personnel, as selected by the FM, on the proper operation and maintenance of all major systems and equipment being provided as a part of this project. Training must be conducted by manufacturer’s representatives or by qualified, manufacturer certified personnel. This training shall be formalized and documented in the form of an electronic (pdf format) reports, submitted to the project COR and FM.

4.13 Warranties: The Contractor shall provide fully documented warranties on all equipment, materials and workmanship:

4.13.1 Manufacturer’s Equipment Warranties and Identification of Warranty Items

4.13.2 Two-Year Workmanship Guarantee: Covers all equipment, materials and labor in the event that any items of work are found defective.

4.14 As-Built Drawings: The Contractor shall modify final drawings to show as-built conditions within 30 days following formal substantial completion. As-built conditions shall be documented and maintained up to date with re-lined copies during execution.

4.14.1 All as-built drawings shall be signed and sealed by a registered professional engineer, registered in a US State, Puerto Rico or the District of Columbia.

4.14.2 Provide as-built drawings within 30 days following formal substantial completion.

4.15 Deliverables to Accompany Construction Completion: The Contractor shall provide final versions of all of the following in electronic (PDF) format, as well as two printed copies to the Embassy and two printed copies to the CO (except for the O&M manual). See previous sections for further descriptions of each deliverable.

4.15.1 Testing and Balancing (TAB) Report

4.15.2 Operation and Maintenance (O&M) Manual

4.15.3 Warranties

4.15.4 As-Built Drawings: Including Auto-CAD or BIM files

4.15.5 Completion Report: Following the culmination of all successfully work activities, the Contractor shall submit a completion report for COR review / approval.

5 CONTRACT ADMINISTRATION

5.1 The Contractor shall NOT conduct any work that is beyond this Statement of Work unless directed in writing by the Contracting Officer (CO). Any work done by the Contractor beyond this SOW without direction from the CO will be at the Contractor’s own risk and at no cost to the Government.

5.2 The CO shall provide a Notice to Proceed (NTP) to the Contractor for each phase. No work shall be initiated until the CO issues the NTP.

5.3 Decisions by the COR regarding construction quality will be final. Construction issues recognized by the COR as requiring actions outside the existing Statement of Work will be separately documented and require a contract modification.

5.4 To expedite the construction and minimize disturbance to USG’s operation, the Contractor may be required to work hours than what are considered normal working hours (i.e. evenings and on weekends).

6 PAYMENTS

6.1 The Design/Build Contractor shall provide a fixed priced lump sum proposal to the

Contracting Officer for each phase [note: there may not be a proposal for Phase 1 if it is a competition]. Each Phase shall be invoiced separately. The Contractor may submit requests for progress payments at monthly intervals to cover the value of labor and materials completed to date. For progress payments, there shall be retained 10% of the amount due until final completion. Each invoice shall also have the Project Site Manager’s monthly

Status Report attached.

6.1.1 Phase 1 – Design Services Fixed Fee

6.1.2 Phase 2 - Construction Services Fixed Fee

6.2 The Contractor shall submit a copy of all payment invoices with substantiating documents to the COR. The COR will determine if the invoice is complete and proper as submitted. The

COR will also 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.

6.3 The Contractor shall specifically identify the last invoice as “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 and two-year Workmanship Guarantee attached.