Att 1 - Technical Specification.pdf

Technical Specification:

IDIQ Painting Services 2025-2026

Site Address:

Various Government Properties

Date: March 2nd, 2026

Author: JR / IM

Facility Management US Embassy London UK: IDIQ Painting Serivces 2025-2026

Contents

1. Background

2. Conditions

3. Initial Survey

4. Interior Painting Specification

4.1 Preparation

4.2 Move and protect furniture

5. Wall fixtures

6. Door and Window Furniture

7. Easing doors and windows

8. Curtains and carpets

9. Floor coverings

10. Ceiling and wall light fixtures

11. Repairs to Walls and Ceilings

12. Preparation

13. Surface Finishes

14. Cleaning

15. Completion

16. Time Scales

17. Pricing .................................................................................................. Error! Bookmark not defined.

1. Background

1.1. The Facility Management Office propose to compete an interior painting specification for a contractor to provide painting services to decorate US Government Owned (GOV) and Short Term Leased (STL) properties within the London area.

1.2. The Embassy has a rolling program of employees departing post each year. It is the task of the Facility Management Office to ensure that each property is properly decorated and painted to a high standard ready for the arrival of a new employee.

1.3. The contractor will be given a minimum of 2 weeks’ notice prior to a project on-site start date.

1.4. The main periods of business are between the months of February through to the month of October, but the contractor will be called upon throughout the year to complete projects.

The contractor shall be expected to start and complete or be involved in several projects running concurrently.

2. Conditions

2.1 The contractor is advised that–

2.2 Normal US Embassy working hours are 0830-1730hrs Monday – Friday.

2.3 The Principle Contractor who is awarded the project/contract shall be named within this document as the contractor.

2.4 The contractor shall familiarize themselves fully with this specification document and include for all materials, labor and equipment costs to complete the tasks and actions that are specified within this document.

2.5 The Embassy operates strict security procedures for entry into the building; all employees’ details shall be provided to the Contracting Officers Representative (COR) a minimum 48 hours before visiting building.

2.6 All company employees shall require security clearance before being allowed to work at the Embassy or Government owned/long term leased properties; to obtain clearance each employee shall complete a security clearance form.

2.7 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.

2.8 Security at the residential properties shall be the contractor’s responsibility throughout the duration of the project.

2.9 Access to the property is limited and only by agreement by either the occupant or the COR.

2.10 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 Work 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.

2.11 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.

2.12 No work shall be completed on American holidays unless by prior arrange/agreement and at no addition costs to the US Government.

2.13 The contractor is responsible for all site management including all Health & Safety, welfare & first aid facilities, employment/managing/programming of sub-contractors and site security.

2.14 The contractor shall provide the Contracting Officers Representative (COR) with all risk assessments and method statements prior to starting on site.

2.15 The contractor shall provide the COR a detailed program of works mapping each major task, from project start to completion finish.

2.16 It’s the contractor’s responsibility to ensure that all project task specified within the specification/drawings adhere to all HSE guidelines. Regulations can be viewed at www.hse.gov.uk

2.17 Visually display, all health and safety documents and copy of public liability insurance and project specification/drawings.

2.18 Where the Contractor considers that the execution of any Order for work will, or is likely to, involve any interference with asbestos-based materials, lead, gas piping or storage containers, 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.

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

2.20 The contractor shall provide competent a foreman or leading hand on site whilst the project is in progress, and they shall keep a copy of the specification, visitor log, and necessary Health & Safety logs daily updated, ready for inspection at anytime by the “Contracting Officers Representative”.

2.21 The contractor shall provide a valid copy of their “Controlled Waste Carriers” license and conform to Controlled Waste Regulations 1991.

2.22 Only properly skilled trade’s personnel shall be employed to execute all aspects of the works.

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

2.24 All electrical works shall be completed in accordance with the 17th Edition of the IEE Wiring

Regulations and a test certificate shall be issued upon completion of the works.

2.25 All electrical front plate’s from “MK Logic” range.

2.26 All Corgi regulations shall be adhered to when complete gas/boiler works. A test certificate shall be issued to the COR upon completion of the project.

2.27 All works to adhere to current HSE regulations and standards.

2.28 The contractor shall provide a complete Health & Safety/Operations file for completed works, including all operating instructions and service manuals for all appliances, equipment and materials installed, with details of all guarantees. Include all project COSH data sheets for materials within this document.

2.29 All timber materials shall be purchase from sustainable sources and copies of certificated entered into the Operations file at the end of the project.

2.30 Complete recycle program for all materials that are to be karted away.

2.31 All works to be completed in accordance with relevant British Standards.

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

2.33 The contractor is responsible for their own tools at all times and shall provide a lockable tool/material box for their operative’s tools and materials if/when required.

2.34 Portables radios or other portable music devices are only allowed at residential buildings if the volume is low and shall not cause any nuisance to neighboring occupants and residents.

3. Initial Survey

3.1. The contractor shall with prior arrangement visit each property in the company of US Gov

COR.

3.2. The contractor shall proceed to measure all agreed surfaces to be painted within the property.

3.3. Once survey is completed, the contractor shall then provide the COR with an itemised room by room calculation quantities and amounts of proposed works, including costing relating to contracted sums.

4. Interior Painting Specification

13.1. The contractor shall read the following scope of works in conjunction with the “Generic

Interior Specification”, - Example – Dulux AkzoNobel Decorative Paints UK or technical and aesthetical equivalent as per FAR 52.211-6 Brand Name or Equal.

4.1 Preparation

4.1.1 The contractor shall re paint all previously painted/varnished surfaces within the property, including insides of all cupboards, wardrobes and pelmets.

4.2 Move and protect furniture.

4.1.2 All furniture, table lamps, etc. are to be moved as necessary to enable the work to be properly executed. Ensure furniture is properly covered with dust sheets and protect from dirt and damage for the duration of the work within the property to the satisfaction of the COR.

4.1.3 Protect all furniture, carpets and floor coverings at all times.

5. Wall fixtures.

5.1 All wall fixtures which include but not be limited to all wall mirrors, switch plates, plug sockets, bathroom cabinets, toilet roll holders, towel rails, door stops, door handles etc. are to be temporarily removed while decorations within a room or area is in progress. These fixtures are to be stored by the contractor in a safe area. If in the removal of the fixtures damage occurs to the wall (i.e. rawlplug pulls out) the contractor shall make necessary repairs prior to decorating. Draw all nails, picture hooks and screws and stop up with appropriate filler. Upon completion of decoration the contractor shall re-install all wall fixtures to their original locations.

6. Door and Window Furniture.

6.1 Ensure all door (including wardrobe and cupboard doors) & window furniture, knobs, handles, finger plates, escutcheons, door closers, hooks, keeps & stays etc, are temporarily removed whilst preparation and decoration is in progress.

6.2 Store all door and window furniture in a safe area.

6.3 Make all necessary repairs to the door/frame prior to decoration.

6.4 Securely re-install all door and window furniture and ensure that furniture is securely fastened. Particular attention shall be paid to the door handles and knobs as these are the most frequently removed items.

6.5 Replace any missing or defective screws and fasteners from all doors, including wardrobe and closets and window furniture.

7. Easing doors and windows.

7.1 All internal and external doors (including wardrobe and cupboard doors) and window casements and sashes shall be eased to allow free operation prior to any decorations and ensure easy unobstructed operation after decorations are completed.

7.2 All door (including wardrobe and cupboard doors) and window locks and catches shall be overhauled, cleaned and lubricated and left in full working order providing a secure operation.

7.3 The contractor is to allow in his quotation for making good to damaged paintwork externally after easing and repair to windows, including primer to bare timber and 1 undercoat and 2 top coats.

8. Curtains and carpets.

8.1. The contractor shall allow for the taking down of all curtains and shears, folding carefully and storing them in labeled bags.

8.2. Once painting has been completed the contractor shall re-hang all curtains. It is the contractor’s responsibility to ensure all curtain rods and tracks and blinds are fixed into position on completion of the project.

8.3. The contractor shall supply adequate dust sheet protection for all carpets for the duration of the project. Staircases and landing carpets are to be protected with dust sheeting at all times while the work is in progress.

9. Floor coverings.

9.1. Special care is to be taken to properly and efficiently protect all wood block, linoleum or vinyl floor coverings.

9.2. On completion of the work the contractor should remove the protecting materials and wash and thoroughly vacuum all floor surfaces of all deleterious residues.

10. Ceiling and wall light fixtures

10.1. The contractor shall temporarily remove as required to properly complete all decoration: light fixtures, shades and light bulbs and store during the progress of the work.

10.2. On completion the contractor shall reinstall light fixtures shades and light bulbs.

10.3. If light fixtures are removed the contractor shall test and ensure safe working order of the re-installed fixtures and provide current IEE wiring test certificate.

11. Repairs to Walls and Ceilings

11.1. All cracks and holes in plaster finishes shall be well raked out to form a key and properly stopped with interior filler and sanded down & cleaned off to a smooth and level surface with the adjoining surfaces.

11.2. Loose wall or ceiling paper edges shall be stuck back with a proprietary brand adhesive and prepared as above ready to receive the painted finishes

12. Preparation

12.1 All previously painted surfaces shall be thoroughly washed, sanded and all loose and flaking material removed back to a firm edge to leave the surface with a firm, smooth and even surface.

12.2 Stop/fill all open joints in woodwork. Prime all new joinery with wood primer.

12.3 Metal window frames, radiators or other metal surfaces included for painting are to be scraped and wire brushed to remove flaking and excess thickening on window edges. Firm paint remaining shall be sanded to a feather edge to provide a firm, smooth and even surface.

All bare/exposed metal surfaces shall be treated with anti-rust primer

12.4 Apply undercoat to all surfaces, prior to application of two finishing coats.

13. Surface Finishes

13.2. The contractor shall repair, prepare and repaint all previously painted surfaces within the interior of the property, including textured surfaces and decorative cornices and moldings and the interior of all cupboards

13.3. The contractor shall use good quality painting materials and products - Example – Dulux (ici paints – www.icipaints.co.uk ) or technical and aesthetical equivalent as per FAR 52.211-6 Brand Name or Equal.

13.4. Paint finishes: Ceilings - Matt vinyl emulsion (white)

Walls - Matt vinyl emulsion BS10B15 (gardenia) or color match finishes in STL’s.

Woodwork - Gloss or eggshell oil paint Metalwork - Gloss oil paint Bathroom - Diamond Eggshell (walls and ceilings) Cloakroom - Diamond Eggshell (walls and ceilings) Kitchen - Diamond Eggshell (walls and ceilings)

13.3 The contractor shall allow for a minimum of three (3) coats of paint to all surfaces- ONE UNDERCOAT AND TWO FINISH COATS of paint, gloss, eggshell or emulsion to all previously painted surfaces in all rooms and other areas as instructed.

13.4 Interiors of all built-in cupboards and other fitments are to be included whether previously painted or not unless instructed to the contrary.

13.5 The contractor is advised that within short term leased (stl) and on occasions within government owned properties, there may be a deviation from the above, and the contractor shall color/finish match existing painted surfaces as instructed.

13.6 All paint finishes and surfaces shall be left with a smooth flat finish and without any sign of debris or alien bodies.

14. Cleaning

14.1 Minimize spills, drips and miss-application of paint to areas and surfaces not scheduled to receive a painted finish i.e. glazing, polished wood, door or window furniture, floor coverings etc.

14.2 Clean-up and remove spills and drips. Before permanent damage is caused to these surfaces.

14.3 Clean off previous paint by others to glazing, polished balustrade handrails, door and window furniture and electrical switch and power socket plates.

14.4 Ensure that all areas, floor surfaces, glazing and furniture within the property are wiped down, polished, vacuumed and left in clean order.

14.5 Vacuum carpets and polish hard floors.

15. Completion

15.1. The contractor shall clear away from site all plant, builder’s materials, paint tins and rubbish upon completion.

16. Time Scales The contractor shall complete all decoration works to each property within the following set time scales. The days are working calendar from Monday to Friday and do not include local or American public holidays. Property sizes are based on the amount of bedrooms per property.

Property Sizes

Number of Calendar Days

2 Bedrooms 10 days

3-4 Bedrooms 15 days

5 & Above 20 days