Annex B and Safety Requirements.doc

ANNEX B AND SAFETY REQUIREMENTS

ANNEX B:

GENERAL CONTRACT TERMS & CONDITIONS

1) SCOPE

The work under this contract includes all materials, labor, equipment and services necessary to complete the works as specified.

2) MATERIALS, APPLIANCES, EMPLOYEES

Unless otherwise stipulated, the contractor shall provide and pay for all materials, labor, tools, equipment, transportation and other facilities necessary for the execution and completion of this work. Unless otherwise specified, all materials shall be new and both workmanship and materials shall be of good quality. It is the responsibility of the contractor to mobilize and involve more laborers and complete the job within the specified time limits.

The contractor shall at all times enforce strict discipline and good order among his employees and shall not employ on the work any person who is unfit or any person who is not skilled in the job assigned.

The contractor shall not employ any person below the age of 18 years to work on the job.

The contractor and their labor force should abide by the security regulations of the Consulate General, such as display of ID badges, confining to area of work, timeliness, hours of work etc., and should agree to keep the place of work tidy to the extent possible and when the job is completed, undertake to leave the site, the greenery etc., as found prior to starting the above work.

The contractor should undertake the responsibility for any accidental injuries to their labor force during the course of work and keep the Consulate General indemnified of any claim from third parties.

Site Supervision: Contractor shall ensure that there is a Supervisor at the site, ALL THE TIME from the date of commencement of project from the time start of the work every day till all the labors leaves the work area. Supervisor must be accompanied with a letter of authorization from the Contractor.

3) PROJECT COMMENCEMENT AND COMPLETION

The work to be performed under this contract shall commence as per Notice to Proceed, following the awarding of this contract.

4) WORKING HOURS

Working hours for this contract shall be 8.30 a.m.to 5.00 p.m., Monday through Friday. Contractor should be prepared to work during late evenings and Saturdays/Sundays, after obtaining prior permission from the Consulate General. The labors should assemble at least 10 minutes before start of work every day. Any labors arriving after the starting time will not be allowed.

5) SECURITY CLEARANCE

After award, and once the work are scheduled, the Contractor has three calendar days to submit to the Contracting Officer /COR a list of workers and supervisors assigned to the project. The contractor should provide names of only those persons holding a valid GOI issued identity card. Each of the workers / supervisors should bring the original ID card every day to work.

Additionally, it is mandatory that the Contractor complete Questionnaire for Contract Work/Projects from Regional Security Office providing details on the Supervisor assigned for the project at least 3 days before start of the project. The Supervisor will be called for a Security interview before start of the project.

Details of each individual worker on the list shall include:

Full Name

Place and Date of Birth

Present/Current local Address

Father’s name

Spouse name

Hometown address

One/Any of the following Gov’t ID will be valid:

Pan/ration card #; UIDAI #; Voter card #; Driver license #; Passport #

Failure to provide any of the above information may be considered grounds for rejection and/or resubmittal of the application. Once the Government has completed the security screening and approved the applicants a badge will be provided to the individual for access to the site.

(This security requirement may not be required for work at the residences, except CGR)

6) PENALTY CLAUSE

The contractor shall be assessed 2% of the total value for each day the work remains incomplete beyond 4 workdays allotted unless prior written permission is granted by Administrative Officer/Contracting Officer. (Delays without proper justification shall not be considered ground for time extension) Besides the above, the Consulate General reserves the right to get the work done by another contractor and charge the original contractor if any additional expenditure is incurred by the Consulate General.

Damages to, or loss of, U.S. Government and its employee’s property owing to contractor and their laborers negligence may result in the recovery of cost from the contractor, by the Consulate General.

It is the contractor’s responsibility to restore original landscaping including planted grass, at no additional charges to the Consulate General.

7) CLEAN UP

The contractor shall at all-time keep the premises free from accumulation of waste materials or rubbish generated during the course of work being carried out. At the completion of each workday, clear all the rubbish/ waste and all tools/equipment from in and around the building, leaving the worksite 'broom clean' or its equivalent unless more exactly specified. The scrap/waste material must be cleared to the allotted site which will be shown to the contractor. Upon failure to act as specified above, the Consulate will arrange to clear all waste/rubbish and charge the contractor up to twice the amount incurred on such an action.

8) PAYMENTS

The Consulate shall process payments on account of the contract upon receipt of written notice that the work is ready for final inspection and acceptance.

An inspection will be promptly carried out by Contracting Officer or his/her representative and if the work is found to be acceptable under the contract documents, the Contracting Officer will approve the contractor's request for payment.

The contractor should understand that no advance payment will be made under any circumstances and partial payments can be arranged, as project progresses. Payment will be made on or about 30 days from the date of receipt of proper invoice/bill.

The Contractor should forward the original invoice to the following address:

American Consulate General, Attn: B&F Section, 220 Anna Salai, Gemini Circle, Chennai 600006.

9) GUARANTEE

The contractor shall guarantee that all the work performed is free from any and all defects in workmanship and materials and that all installations will develop the capacities and characteristics specified.

The contractor further guarantees that if during a period of 2 years from the date of the certificate of completion and acceptance of work, any such defects will be remedied by the contractor without any cost to the Consulate General. Should the contractor fail to remedy the defects as outlined above within a reasonable length of time as specified in a notice from the Contracting Officer, the Consulate may have such work done from another source and charge the cost to the contractor.

10) GENERAL

The contractor should understand that except water and electricity, the Consulate General will not provide any assistance, such as tools, material handling equipment etc., and should use the water and electricity provided, judiciously without wasting.

11) REFERENCES (required by Contractors who are bidding for the first time on a Project in U.S. Consulate, Chennai) Please attach your company profile which should include a list of references (job description, company name, address, phone#, contact person etc.)

12) SAFETY – The contractor is responsible for the safety of the labors. He should make sure that all the workmen shall wear the required safety gadgets like helmet, googles, gloves, shoes, safety belt, etc., - Also see attachment for details

WE HEREBY AGREE TO ALL TERMS & CONDITIONS DETAILED ABOVE:

Name: Designation: .

Signature: Date: .

Office Seal: .

Commercial terms & conditions:

Drafted: Adm/Malathy Ravi

Technical terms & conditions:

Drafted: Adm/Maint/Engineer

Approved: GSO

SAFETY AND HEALTH REQUIREMENTS (All USG Projects require the use of appropriate Safety gear!)

Vendor must strictly comply with all safety and health procedures related to COVID-19 while on delivery of products or services.

COVID-19 mitigation measures will be put in place and must be followed at the work site by the laborers, which include but are not limited to the following examples: social distancing of six feet between each worker at all times, wearing face mask coverings, frequently sanitizing common areas and high frequency touched spaces, frequently wash and sanitize hands, etc.

The Contractor shall be responsible for all damages to persons or property that occur as a result of the Contractor's fault or negligence, and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others.

For these purposes, the contractor shall:

1. Provide appropriate safety barricades, signs, and signal lights AS NEEDED DEPENDING ON THE NATURE OF WORK. DETAILS GIVEN BELOW ARE INDICATIVE AND MANDATORY. CONTRACTOR MAY TAKE ADDITIONAL PRECAUTION AS NEEDED DEPENDING ON THE NATURE OF WORK.

2. Comply with the standards issued by any local government authority having jurisdiction over occupational health and safety issues; and,

3. Ensure that any additional measures the contracting officer determines to be reasonably necessary for this purpose are taken.

General

1. All workers on the work site must wear safety shoes on construction site. No worker with flip flops will be allowed to work at site.

2. All the workers should wear full clothes. No half pants and other non- appropriate clothing (Dhoti) will be accepted.

3. Malba / trash accumulated on the site should be removed at a regular interval (if possible on daily basis) so that it should not pose any trip hazard.

4. Employee exposed to hazards created by different works environment shall be protected by personal protective equipment. Appropriate protective clothing for any operation varies with the size, nature and location of work to be performed.

5. In extreme hot conditions drinking water must be made available to the worker and working duration in exposed conditions should be scheduled accordingly.

6. It is the responsibility of the contractor to made available all the PPE (Personal Protective Equipment) as per the requirement of the work site and as directed by the COR. Any mishap due to negligence on the part of the contractor will be entirely contractor’s responsibility.

Machinist / Welding Jobs

1. Hot work permit is required to be filled for each hot work to be performed on USG site.

2. Contractor shall follow attached standards regarding different type of welding to be done on the site.

3. All workers who are arc welding must use a full face shield with #10 or darker lenses. No worker will be allowed to arc weld with sun glasses, no matter how dark the lenses.

4. All the workers working on grinding and sanding job should have approved face masks and goggles for face and eye protection.

5. Workers handling the heavy metallic material should have appropriate gloves and safety shoes as per the job requirement.

6. Lifting and shifting of the heavy material to be done with the help of appropriate machines.

7. Compressed gas cylinder shall be properly marked and should always be kept in standing positing with guard against fall.

8. Hoses connected to the cylinder should be in good condition.

9. In case Arc welding is done inside the premises proper ventilation should be arranged in the vicinity.

10. Contractor should use welding shield during the work to protect the people around against any potential vision hazard.

11. Always keep an approved fire extinguisher near the site of welding.

12. Workers working with metal sheets must wear appropriate gloves to avoid any cuts on the hands or mishap on the site.

13. Electrical connections for the welding set and the grounding for the same shall be done properly to the satisfaction of the Consulate’s facilities team. Please refer electrical section in the document.

Ladders Safety

1. Contractor will use aluminum or fiber glass ladders for all purposes. Wooden ladders are not allowed on the site.

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

3. Damaged ladders or ladders with missing supports, shoes etc should not be used on the site.

4. Height of the ladder should 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 should be properly grounded.

2. All the extension boards to be used at the site should have proper earthing.

3. All connections to any of the outlets should be through three pin plug. Direct connection of wires in not allowed on the site.

4. Damaged wiring/ cabling for the machines / tools to be used at site are not acceptable. The extension cord or wire with the machines should be one core.

5. Electricians working on the site should wear shoes with rubber soles and should use rubber gloves during execution of the work.

6. Any heavy equipment to be plugged in for the work should be done under supervision of the Consulate’s facilities team. Contractor on his own should not plug in heavy equipment.

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

Carpentry

1. Carpenters should have dust mask to protect them from the potential hazard from saw dust. In case sanding machine is used at the site the machine should have proper guards and operator should have suitable PPE (personal protective equipment) with them. For e.g. safety goggles, safety shoes, gloves etc.

2. All the wood to be used at the site should be properly stacked at one side. It should not be scattered around and pose a threat for a trip hazard.

3. Entire site should be kept clean from the saw dust at the end of the day.

4. Carpenter shall use machine guards if at all machines are used at the site.

5. All the care should be taken to protect the flooring against any kind of potential damage.

6. All the drill machines or other electrical tools to be used at the site should be properly grounded and wired.

7. Contractor should use proper tools and tackles for the execution of the work at site.

8. Nails and other sharp material which can pose a threat of accident should not be scattered on the site.

Fire

1. Contractor shall provide and place fire extinguishers as per the requirement of the site (as recommended by the COR).

2. No flammable material should be kept inside the premises at any given point of time.

Lock Out / Tag Out

1. Lock out devices should be used during the testing of the electrical points and wiring.

Confined spaces

1. If at all contractor has to work in a confined space he should contact the COR before proceeding with the work. Contractor should arrange all the equipment as instructed by the COR to accomplish the job in a safe manner.

Hearing Protection

1. Contractor should assure that all the workers working in noisy surroundings should wear ear muffs or other approved devices.

Height Protection

1. Any work to be carried out over and above 8’-0” needs a sturdy metal pipe scaffolding to carry out that work. Ladder or any other arrangement needs to a preapproval from COR to be implemented on the site.

Gloves

Gloves

Gloves

Gloves

Gloves

Gloves

Contractor must ensure the followings Safety and reporting requirements during the project

· Be present at the location on time (8.30 am – 5.00 pm) and monitor all activity

· Supervise work being performed

· Ensure that laborers are wearing all required PPE as appropriate.

· Failure for complying safety requirements and repeated delays in reporting for work as scheduled will result in barring the contractor for future business with consulate.

· Quote: "Safety never takes a holiday. - Author Unknown"

December 2021