SOW - Edinburgh Boilers 19UK5626Q0023 - V2.pdf

SCOPE OF WORK

THE REPLACEMENT OF THE GAS BOILERS

AT

THE US CONSULATE GENERAL EDINBURGH

US EMBASSY, LONDON – FACILITY MANAGEMENT

MARCH 2026

By LAB

Revised: May 7, 2026 (4.8.2 corrected; 4.7.4 added; 4.5.7 added)

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CONTENTS:

1 Site address

2 Introduction

2.1 Background and deficiency description

2.2 Purpose of this document

3 General requirements

3.1 Health and safety, welfare and environmental procedures

3.2 Security requirements

3.3 Commencement of the contract

3.4 Contractor’s personnel certifications

3.5 Access and parking

3.6 Working hours

3.7 Standards of conduct in the premises

3.8 Key control

3.9 Storage of materials and contractor’s tools and equipment

3.10 Modifications to the contract

3.11 Schedule documentation required

4 Specific requirements

4.1 Period of performance

4.2 Preparation work and initial submittals

4.3 Boilers requirements

4.4 Flues

4.5 Other accessorizes and work required

4.6 Access

4.7 Building work in connection (BWIC)

4.8 Controls

4.9 Electrical

4.10 Submittals at completion

5 Definitions and acronyms used

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ATTACHMENTS:

1. Contractors clearance form.

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1 SITE ADDRESS

United States Consulate General Edinburgh 3 Regents Terrace Edinburgh

EH7 5BW

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2 INTRODUCTION

2.1 BACKGROUND AND DEFICIENCY DESCRIPTION

2.1.1 3 Regent Terrace forms part of William Playfair’s ambitious proposals for the

Eastern New Town designed in 1825 and built between 1826 and 1833 with subsequent alterations. The terrace is Category A-listed and forms part of the

Calton A-Group. The building comprises a basement, ground floor, first and second floors.

3 Regent Terrace front elevation

2.1.2 The gas boilers, provide heating and hot water to the building. They are over 16 years old and in continuous need of repair. A replacement is proposed to include the boilers, the flues and accessory equipment as described within this scope of work.

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2.2 PURPOSE OF THIS DOCUMENT

2.2.1 This document is issued by the US Embassy in London with the purpose to enter into a contract with an experienced commercial heating contractor to replace the two gas boilers with new to match in capacity from a UK recognized manufacturer with a representative in the UK, to ensure the flues length and position comply with both local and US gas regulations, to undertake all the associated work and provide the required documentation as described herein.

2.2.2 The Contractor shall provide all necessary managerial, administrative and direct labor personnel, and as well as all necessary transportation, equipment, tools, repair parts, supplies and materials required to perform the work described herein. The work shall be carried in accordance with the manufacturer’s instructions of any equipment, system, product or material specified within this document.

2.2.3 Due to the character of this site all the materials and the workmanship shall be of the highest quality and durability.

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3 GENERAL REQUIREMENTS

3.1 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

3.1.1 The contractor shall fully comply with the Construction (Design and Management)

Regulations (CDM 2015).

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

Method Statements after award and prior to commencement of works. Once the

RAMS and all the procurement department’s requested documentation are received and deemed satisfactory the works can proceed.

3.1.3 After surveying the facilities 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. This information will have to be included on the contractor’s cost proposal.

3.1.4 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.

3.1.5 The contractor shall request from the COR all the Embassy Health & Safety procedures to include but not be limited to egress routes, exits and assembly point in the event of an emergency.

3.1.6 Restrooms and welfare facilities are available for the use of the contractor at the

US Government building.

3.1.7 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 Embassy after each visit.

3.1.8 All work shall comply with the local Health and Safety regulations in the UK. The link to the website is www.hse.gov.uk http://www.hse.gov.uk/

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3.2 SECURITY REQUIREMENTS

3.2.1 The US Department of State operates strict security procedures for entry into its properties. All the personnel likely to be involved on site at any time during the work shall complete the security questionnaire on the attachment. This form shall be completed and submitted to the Embassy immediately after award along with a photocopy of the employee’s current passport.

3.2.2 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 additional cost to the US

Department of State.

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

3.2.4 When escorted, a maximum number of 4 contractor employees are allowed per escort. If the contractor estimates that more than 4 employees are required or if the work needs to done simultaneously in separate areas of the building, this needs to be notified to the Embassy at least 7 days in advance, so adequate escort resources can be mobilized.

3.2.5 The US Department of State reserves the right to require additional information in certain cases.

3.2.6 The contractor’s employees must work only within areas relevant to the equipment they are responsible to maintain. No contractor’s personnel shall wander outside these areas without prior approval.

3.3 COMMENCEMENT OF THE CONTRACT

3.3.1 No work shall commence or equipment and materials be ordered until the contractor has received a purchase order for the works.

3.3.2 The Contractor shall designate a representative person who shall supervise the

Contractor's employees and be the Contractor's liaison with the U.S. Government.

The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall have access to the relevant rooms, either with or without security escorts, only with specific permission by either the Facility Manager or the COR.

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3.4 CONTRACTOR’S PERSONNEL CERTIFICATIONS

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

3.4.2 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 work in other locations.

3.5 ACCESS AND PARKING

3.5.1 The contractor is responsible to provide the COR with operatives’ names, vehicle registration plate number, make and colour, and any other details relevant to the work on site (i.e. deliveries expected) with at least 48 hours in advance.

3.5.2 The contractor is advised that a maximum of one parking space is available.

However, the US Government may not be able to provide parking in certain occasions.

3.6 WORKING HOURS

3.6.1 Unless prior arrangement the works shall be undertaken on week days (Monday to Friday) and during working hours (8am to 5pm)

3.6.2 In regard to local and American holidays no work shall be undertaken unless prior agreement and at no addition costs to the US Department of State. Please refer to the following web site for the US Buildings General public holidays, https://uk.usUS Government building.gov/holidays/

3.7 STANDARDS OF CONDUCT IN THE PREMISES

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

https://uk.usembassy.gov/holidays/

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3.7.2 The Government reserves the right to ask the contractor employee to leave the premises when the above is not complied with or the employee is deemed disruptive. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

3.7.3 The Contractor's employees shall wear clean, tidy and complete uniforms with clear means of identification when on duty.

3.7.4 The contractor employees must not smoke outside the designated areas, play music in any part of the premises or use abusive or loud language at any time within the US government building boundaries.

3.8 KEY CONTROL

3.8.1 The Contractor shall not depart the building grounds whilst in possession of any keys. All keys shall be controlled and given back to the government representative prior to leaving the premises. However if the contractor or their employees depart the building without giving keys back, the contractor may be responsible for the costs of as a minimum: gaining entry through locked doors or gates, repairs, replacing locks and providing additional keys.

3.9 STORAGE OF MATERIALS AND CONTRACTOR’S TOOLS AND EQUIPMENT

3.9.1 If the work is planned to take more than one day, the contractor personnel shall store 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.

3.9.2 No contractor’s property and materials shall be left in the US Government premises after the work is completed.

3.10 MODIFICATIONS TO THE CONTRACT

3.10.1 This section refers to repairs, modifications and/or parts that could be required after the contract is signed.

3.10.2 The contractor shall supply the US Government with a formal quotation for approval before this work can be carried out.

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3.10.3 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.

3.10.4 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.

3.11 SCHEDULE DOCUMENTATION REQUIRED

3.11.1 A schedule that defines the tasks to be undertaken by the contractor and the sequence of work are required. Also, a list of tools, equipment and materials being brought on site is required.

3.11.2 This shall be presented in the form of a Gannt chart (both MS Project and Excel are acceptable) and shall have the days horizontally and the work’s tasks vertically. A full breakdown of each task shall be included.

4 SPECIFIC REQUIREMENTS

4.1 PERIOD OF PERFORMANCE

4.1.1 The contractor shall complete the work described in no longer than 28 calendar days (4 weeks). This time includes all the surveying, sizing of the boilers, mobilization, ordering and delivering of materials, preparation, execution, SOW – Replacement of gas boilers at the US Consulate General Edinburgh - Page 12 of 20 commissioning and clearing and cleaning the site. The actual time on site shall be no longer than 14 calendar days (2 weeks).

4.1.2 The Gantt chart shall include every task from start to completion and clearly identify the heating and hot water downtime (number of days with no heating or hot water) within the program.

4.2 PREPARATION WORK AND INITIAL SUBMITTALS

4.2.1 Immediately after award, the contractor shall undertake a thorough survey of the existing installation to identify, record and undertake a full schedule of components. These shall include but not be limited to:

4.2.1.1 Boilers.

4.2.1.2 Heating pipes layout and all heating system elements within the boilers’ room, including pumps, valves, strainers, fittings, brackets, actuators, sensors, switches etc.

4.2.1.3 Gas pipe layout in the boiler’s room.

4.2.1.4 Flue system including its fan and sensors. To include the confirmation that the distances to all openings in the vicinity (windows, ventilation grills, air bricks, doorways, etc) comply with local and US regulations. To include testing and ensure compatibility with new system.

4.2.1.5 Existing heating pumps’ head pressure and flow rate.

4.2.1.6 Housekeeping pads

4.2.1.7 Controls including control panel.

4.2.1.8 Electrical Power supply

4.2.1.9 Any other items that may impact the new boiler installations, commissioning and the Gas Safe Compliance.

4.2.1.10 Include water chemical testing of the existing heating system.

4.2.2 Report all findings to the Embassy’s COR and identify any issues that could prevent from gaining a compliant Gas Safe Certificate and a satisfactory commissioning at the completion of the work.

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4.2.3 Provide the manufacturer, model and size of the proposed commercial boilers as well as of the main components (i.e. burners, etc) to the Embassy’s COR for approval.

4.2.4 Provide the manufacturer, model, head pressure and flow rate of the proposed heating pumps to the Embassy’s COR for approval.

4.3 BOILERS REQUIREMENTS

To supply, deliver, install and commission two new identical boilers. These shall be manufactured by a reputable manufacturer established and with a representative based in the UK. The boilers shall:

4.3.1.1 Be wall hanging.

4.3.1.2 Be condensing modular type boilers.

4.3.1.3 Work in a master-slave configuration. The control system shall be able to alternate the master role between the two boilers automatically. Both boilers shall be able to work simultaneously if needed by the load requirements.

4.3.1.4 Be relocated to the room further away from the main building façade. Both flues shall run vertically and through the room’s roof.

4.3.1.5 Be compatible with the existing system and be sized to be able to provide hot water and heating to the building efficiently. One boiler alone shall be capable of provide all the heating and hot water required by the building.

4.3.1.6 Have the primary heat exchanger made of stainless steel, cast iron or superior material.

4.3.1.7 Be able to operate up to 90 degC maximum flow temperature.

4.3.1.8 Have a heat exchanger cell rated at 10 bar pressure rate minimum.

4.3.1.9 Be 94 % gross seasonal efficient.

4.3.1.10 Be delivered fully assembled and shall fit through the site’s doorways and corridors.

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4.3.1.11 Have a noise level @ 1 meter not higher than 65 dba.

4.3.1.12 Have build-in controls platform with sequence control.

4.3.1.13 Have a control panel that controls both boilers.

4.3.1.14 Have spare parts available by the UK suppliers.

4.3.1.15 The manufacturer of the burners and any other major component shall also be established and have a representative in the UK.

4.3.1.16 Be ready to be fueled by Natural Gas.

4.3.1.17 To have emission (NOx) in accordance with the British Standard / Local regulation.

4.3.1.18 To have a heat exchanger with a 10 years warranty.

4.3.1.19 The vendor shall supply two identical boilers with the pipe kit for the two boilers.

For example as manufactured by Hamworthy, Vaillant or Worcester-Bosch or technically equivalent equipment from an established manufacturer with a representative in the UK.

4.4 FLUES

4.4.1 To supply, install and commission two vertical flue systems (one per boiler) to comply with both UK regulations and US regulations.

4.4.2 The positioning of the new boilers and flues shall be carefully determined to comply with all the minimum clearances to comply with both the UK regulations and US regulations. In addition to these requirements the exhaust end of the flues shall have a clearance of at least 5 meters (measured on a straight line) to the

AHU intake louvre.

4.5 OTHER COMPONENTS AND WORK REQUIRED.

4.5.1 All equipment part of the heating and hot water system in the boiler rooms shall be replaced with new.

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4.5.2 To supply, deliver and install all the materials required to undertake all the modifications to the pipe arrangement in order to accommodate the new boilers.

4.5.3 To supply, deliver and install all the necessary heating system components to replace existing and for a fully functioning system. The pipe kits shall include but not be limited to new pumps, strainers, filters, valves, headers, pipes, safety relief valves, pressure gages, temperatures gages, sensors, actuators, switches, panels, etc within the boiler room.

4.5.4 To include the safe and environmentally friendly removal of the existing boilers and all the redundant equipment

4.5.5 To undertake flushing and chemical cleaning of the heating system. This shall be in accordance with BSRIA BG29 2021.

4.5.6 All elements, existing and new, shall be labeled with machine printed labels. Hand-written labels are not acceptable.

4.5.7 The contractor shall note that the water cylinder does not need replacing.

However, the new boilers and all the accessories of the new system shall be compatible with a potential future upgrade to a pressurized system.

4.6 ACCESS

4.6.1 A safe access method is responsibility of the contractor.

4.6.2 The contractor shall include the proposed access method in their cost proposal.

4.6.3 If a scaffold is to be installed the following are the requirements:

4.6.3.1 All local authorities and traffic permits if required.

4.6.3.2 All requirements of HSE code of practices shall be followed at all times.

4.6.3.3 Installation of lighting operated by a movement detector to each lift and the running of temporary power supply to said lighting. The lights shall operate via a movement detector to illuminate the scaffolding when movement on the scaffolding is detected above ground level. The contractor shall ensure that the positioning of the lights shall not shine directly into the building rooms.

4.6.3.4 Installation of alarms to each lift, and the running of temporary power to said alarms. A key pad shall be installed within the property.

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4.6.3.5 The contractor shall ensure that all ladders are pulled up and secured/locked up at the end of each day.

4.6.3.6 Supply and installation of debris netting fastened to the outside of the erected scaffold.

4.6.3.7 Make good of holes needed to secure the scaffold.

4.6.3.8 Make good once all temporary power supply/alarm cables have been removed.

4.6.3.9 The scaffold shall not be dismantled before the external work has been inspected and accepted by embassy personnel.

4.6.3.10 As per The Work at Height Regulations 2005, the scaffolding must be inspected:

4.6.3.10.1 After installation and prior to being used

4.6.3.10.2 At intervals not exceeding seven days

4.6.3.10.3 Following any event that may impact the strength or stability of the scaffold, i.e.

adverse weather, heavy impact, or unauthorized modification, etc.

4.7 BUILDING WORK IN CONNECTION (BWIC)

4.7.1 To cut new holes on the flat roof to suit the new flues position. To make good boiler room roof to ensure it is waterproof.

4.7.2 Making good all the building elements disturbed as part of this project, to include but not be limited to walls, ceilings, floors and openings. Any penetrations shall be reinstated with a sealant that provides as a minimum the fire rating of the disturbed element.

4.7.3 The mechanical fixings for any elements of the installation shall be of the non-ferrous type.

4.7.4 All the walls and ceilings in both rooms shall have all loose material scrapped off, large voids and gaps filled with outdoor rated filling material and all walls and ceilings painted with a minimum of one undercoat and two topcoats of outdoor rated white paint.

4.8 CONTROLS

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4.8.1 A single control panel shall control both boilers.

4.8.2 The contractor shall be responsible to provide all new control wiring for the new elements to the existing control panel including any re-configuration within the control panel and software updates required.

4.9 ELECTRICAL

4.9.1 All work shall comply with the IET wiring regulations (British Standard 7671).

4.9.2 Ensure that the two boilers can run independently from each other and in “hand” mode. The house operators shall be able to choose which boilers shall run in the event of a boiler breakdown.

4.9.3 The electrical characteristics and power demand for the new boiler must not exceed that of the current boilers.

4.9.4 All new electrical junction boxes shall be large enough to comfortably hold all the wiring connections.

4.9.5 All elements, existing and new, shall be labeled with machine printed labels. Hand-written labels are not acceptable.

4.9.6 A detailed as fitted electrical wiring diagram shall be provided and displayed as an

A3 laminated sheet in the new boiler room.

4.10 SUBMITTALS AT COMPLETION

4.10.1 At completion the contractor shall provide an electronic copy and a paper copy of a complete Operation and Maintenance Manual to include all the Legal, Building

Control, Gas industry Standards and Manufacturer documents. As a minimum this shall be:

4.10.1.1 Commissioning checklist (Benchmark),

4.10.1.2 Gas Safe Certificate for the boiler.

4.10.1.3 Landlord’s gas safety record.

4.10.1.4 Proof of notification to the Local Authority Building Control for Building Regulations

Compliance.

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4.10.1.5 Electrical certificates.

4.10.1.6 Proof of registration of both the boiler’s and warranties.

4.10.1.7 Letters from the respective manufacturers stating the guarantee conditions

(minimum 5 years for each appliance).

4.10.1.8 Description of works undertaken.

4.10.1.9 Maintenance requirements for all new products and equipment installed.

4.10.1.10 Insurance details.

4.10.1.11 As fitted drawings. To include heating and hot water diagram to include the complete heating and hot water system (not just the elements replaced). An A3 laminated sheet shall be displayed inside the new boiler room.

4.10.1.12 Training details.

4.10.1.13 H&S documents.

4.10.2 The paper copy of the O&M and all relevant documents shall be kept onsite in a waterproof wall document holder to be supplied and installed by the contractor.

5 EVALUATION CRITERIA

Requirements for Submission of Offer:

A. In order for a quotation to be considered, the contractor must provide:

1. Proof of licenses and permits required by local law

2. Proof of demonstrable experience in undertaking similar projects including three

(3) references

3. Specification of boilers to be provided

4. Proof of all insurance (such as public and employer’s liability) and accreditation as may be required under applicable UK law. A copy of the certification of insurance or a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

5. Vendors must provide evidence that the offeror/quoter operates an established

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6. A signed and completed SF-18.

7. If sub-contracting out the work, provide documentation demonstrating an established sub-contractor relationship with the proposed vendor for the past 3 years and evidence of payment of services rendered under prior contracts.

6 DEFINITIONS AND ACRONYMS USED

US DOS. Department of State of the United States of America.

OBO. Bureau of Overseas Buildings Operations. This is the department that directs the worldwide overseas building program for the Department of State.

CO. Contracting officer. A person in the US DOS with the authority to enter into, administer and/or terminate contracts and make related determinations and findings.

COR. Contracting officer representative. A person in the US DOS who is responsible for the technical direction and evaluation of the contractor performance.

CDM. Construction Design and Management regulations. UK Construction (Design and

Management) regulations intended to improve the overall management and coordination of health and safety and welfare throughout all stages of a construction project.

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