Attachment 1 - SOW.pdf

American Embassy-London UNCLASSIFIED U.S. Department of State

STATEMENT OF WORK

AND

TECHNICAL REQUIREMENTS

FOR

SEWAGE TANK INSTALLTION

United States Embassy at

33 Nine Elms Lane

SW11 7US

London-UK

US EMBASSY, LONDON – FACILITY MANAGEMENT

May 2022

1. PURPOSE/PROJECT INFORMATION

The US Embassy-London proposes to employ a specialist company to supply and install a new sewage holding/transfer tank at the US Embassy London. The specialist company shall be referred to herewith as the Contractor. This proposal is fully inclusive of surveying, reporting, supplying, installation, and commissioning as described in the Statement of Work.

The Contractor shall include but not be limited to the following:

• All fees for transport and travel to and from site.

• All office based and site visit costs.

• Time for reviewing all information, drawings and data relating to work.

• Costs for any other engineering work.

• Investigate and assess the tank location and provide recommendations.

• Comply with the British Standards and the local Building Regulations.

1.1 Project Description

The Contractor is required to supply and install a new sewage holding/transfer tank in the basement of the US Embassy-London, the Contractor is also required to relocate the existing pumps station so it can be used for the new sewage tank. The Contractor shall complete a full assessment of the tank room and its features, existing sanitary waste pipes that drain into the tank, discharge pipe, and any other related services. The new sewage/holding tank will be utilized to handle the building Peak

Daily Flow (64 m3/day).

1.2 Statement of Work

1.2.1 Task 1 – Investigation, Assessment, and Proposals.

a. The Contractor shall accurately survey the sewage tank room and the associated existing systems. The survey shall include but not be limited to the following:

• Thoroughly survey the existing situation of the sewage collection system of the building.

• Survey the existing sanitary waste pipes that will drain into the new sewage tank, the existing lift pumps station, the tank room structure status, related electrical infrastructure, and any other associated items.

• Methodically documenting in writing all findings.

b. The Contractor shall propose new sewage/holding tank. The proposed tank shall be in accordance with the British Legislation, Codes, Standards, and regulations. At minimum, the following aspects shall be considered in the proposals:

• The new tank size shall be 64.0 cubic meter. The new tank has been sized based on building

Peak Daily Flow (64 m3/day). The Contractor shall notify the COR if they are aware of any concern about the size of the tanks or any Building Regulation issues.

• The maximum external dimensions of the tank shall be as follows:

Length: 9.8-meter

Width 2.4 meter

Height: 3.0 meter

• The tank shall be made of Glass reinforced plastic (GRP) or concrete. The proposed tank shall be submitted for the COR’s review and approval.

• The tank proposal shall consider the access restrictions of the plant room. The dimensions of the plant room access are 2.0-meter Width, 2.4-meter Height, with floor level changes.

Therefore, the tank shall be erected inside the plant room.

• The tank shall include internal benching.

• The tank shall not be harmful to the health of any individuals.

• The tank shall include adequate means of access for the tank emptying and tank maintenance. The tank shall include two entrance hatches on the top of the tank. One of the entrances shall include an internal ladder. The ladder shall follow British Standard (BS

4211).

• The tank must be impermeable to liquids and foul odors.

• The tank shall be adequately ventilated. The vent pipe of the tank shall be connected to the existing vent pipe.

• Sealing fittings shall be used for the tank penetrations.

• The tank shall be able to accommodate the existing level regulators. Refer to Attachment-

4.

• The tank shall be able to accommodate the new level sensors which are specified in section-C below.

• The tank shall include an external fixed ladder with an adequate platform to the access hatches of the tank and include a self-closing safety gate. The ladder shall follow British

Standard (BS 4211).

• The roof of the tank shall include guard railing to comply with current UK Building

Regulations Approved Document Part K.

• The tank shall be placed on a flat concrete plinth. The Contractor is required to level the existing concrete plinth. 2.8meter x 3.2 meter of the existing concrete plinth needs to be raised about 80 millimeters. Refer to Attachment-3.

• The installation should follow the UK codes, standards, and regulations.

c. The Contractor shall relocate the existing sewage pumps and modify the piping of the existing sewage tank to be used for new sewage tank. The Contractor shall include this work within the tank proposal. The work shall include but not be limited to the following:

• Relocate and install the following equipment:

➢ Sewage pumps and their attached accessories (quantity x2). Refer to Attachment -8

➢ Control panel of the pumps (quantity x1). Refer to Attachment-5 and Attachment-9.

➢ Tank level regulators. (Four level regulator to control the following steps: pump start, pump stop, both pumps start, high level alarm). Refer to Attachment-4.

➢ Pumps sliding cart (quantity x2). Refer to Attachment-8.

➢ Check valve at the discharge side of each pump, DN150, PN16 (quantity x2). Refer to

Attachment-8

➢ Isolation valve at the inlet side and discharge side of each pump (quantity x4). DN150, PN16. Refer to Attachment-8

• The Contractor shall furnish and install brackets, supports, pipe fittings, pipes, electrical cables/wires/fittings, concrete plinth, and any other item required to complete the installation and make the new sewage station function properly.

• The US Embassy will supply 4 wire 3 phase 400V, 50hz power to the control panel of the pumps. Contractor shall be responsible for the other electrical installation works. The

Contractor shall design the electrical installation to conform to the latest version of

BS7671.

• Use the existing pumps dimensions to ensure proper installation.

• Remove all debris and waste material from the sump, inlet piping, and discharge connection, before installing the pump.

• The pumps shall be dry installed in a horizontal position on a support stand at the south side of the tank. Refer to Attachment-3.

• Extend the existing pipes to the new tank. The Contractor shall furnish and install the required fittings, flanges, supports, pipes, etc. The pipes shall be extended with the same type of materials.

The existing pipes are as follows:

a) 200 mm cast iron pipe (Intake)

b) 150 mm cast iron pipe (Intake)

c) 100 mm cast iron pipe (Intake)

d) 150 mm galvanized steel pipe (discharge)

e) 80 mm galvanized steel pipe (Intake)

f) 150 mm pressure plastic pipe (Vent)

• Furnish and install 100mm diameter by bass valve, including the required “T” fitting, for the existing 150 mm cast iron intake pipe. The other existing intake pipes include bypass valve already.

• Furnish and install isolation valve at the discharge side of each pump, DN150, PN16

(quantity x2)

• The suction pipes inside the tank shall include inlet bend towards the bottom of the tank.

The inlet bend shall include a bell mouth. The bend with bell mouth shall be inside the tank.

• The tank penetrations must be airtight sealed.

• Provide Support stand for the pumps and anchor bolts for anchoring the pump to a base.

• Furnish and install the following level monitoring sensors in the new tank:

➢ Ultrasonic level sensors, 4-20 mA, 24v DC

➢ Ultrasonic level sensors, 4-20 mA, 24v AC

The US Embassy will integrate these level monitoring sensors with the building’s monitoring system.

• The Contractor shall re-install the Air vent of each pump. The vent hose should drain into the tank.

• Make sure that the weight of the pump does not put strain on the piping.

• The Contractor shall ensure that all equipment related to the new sewage tank is accessible for maintenance and replacement.

d. Contractor shall submit a detailed draft proposal for COR review and approval.

• At minimum, the draft proposal shall include the following:

➢ Documenting the findings.

➢ Proposed tank(s) with recommendations, including detailed technical specifications.

➢ Data sheet for each piece of equipment, pipes, fitting, bracket, etc.

➢ Shop drawings (when needed).

➢ Recommendation (if any).

• The Contractor shall allow for reviewing the draft proposal, discussing the review comments with the Contractor to modify the proposal (if required). The modification shall not exceed the requirement of the Statement of Work. After this and if satisfactory, after receiving written notification for the COR, the Contractor can commence Task-2.

1.2.2 Task 2 – Supplying, Installation, Testing and Commissioning.

Upon agreement of the proposal, the Contractor shall:

• Commence the installation works of the approved proposal.

• Order the required materials.

• Prepare any other pertinent required documentations for the installation works.

• Complete the testing and commissioning works of the new Sewage tank including the relocated sewage pumps with the associated control panel, tank level regulators, tank level sensors, and piping works. At minimum, the following items shall be checked:

➢ Functional test of Pumps.

➢ Valves (operation, opening, sealing).

➢ Switching and setting of the control levels in the collection tank.

➢ Functional test of Level sensors in tank.

➢ Watertightness of tank, valves, and pipes.

➢ Discharge pipework support.

➢ Control lights

• A BS7671 electrical certification is to be provided for all Contractor installed electrical work.

• Commissioning shall be recorded in writing and submitted to the COR.

• Provide recommendations for future maintenance.

• The Contractor shall provide maintenance awareness training for the new sewage tank; this training must cover identification of key components, routine maintenance actives and safe way of isolation.

1.3 Warranty Period: The Contractor shall provide a five-year warranty for the sewage tank and all associated materials and services. The warranty shall cover all defects in materials and workmanship as from the final commissioning date

1.4 Schedule of Deliverables:

• Complete all work within time specified below. The start date of the project shall be agreed with the COR. The work schedule shall be as described in Task-1 and Task-2 below. After award, the Contractor shall submit a site-specific risk assessment, a method statement and all other documents as required in the contract. After this and if satisfactory, the US

Embassy will issue a NTP (Notice to Proceed).

• The period of performance from the NTP’s date to the completion date shall be no longer than One Hundred and Ten (110) calendar days as detailed below:

1.5.1 Task 1

• Duration fourteen (14) calendar days after notice to proceed to complete Task 1

• Government Review – Thirty (30) calendar days after receipt of the Task 1 submission.

1.5.2 Task 2.

• Duration ninety (90) calendar days after notice to proceed with Task-2.

• Complete entire works ready for use not later than sixty (60) calendar days.

1.5 Administration

The Contractor shall maintain all contact with the US Government through the Contracting Officer’s

Representative (COR). The Contractor shall coordinate the work with the COR prior to commencement of any installation works.

1.6 Supplementary Drawings, Data sheet & Pictures.

• Attachment-1: Pumps set arrangement.

• Attachment-2: Tank arrangement (schematic).

• Attachment-3: Location of the new tank.

• Attachment-4: Technical Specification of the existing level regulator.

• Attachment-5: Wiring diagram of the existing control panel.

• Attachment-6: Installation and Operation manual of the existing pumps.

• Attachment-7: Picture of the new tank location.

• Attachment-8: Side picture of the existing pumps.

• Attachment-9: Picture of the control panel with pumps.

2 SECURITY REQUIREMENTS

2.1 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.

2.2 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.

2.3 Depending on the type of work and the period spent on site, the Contractor may be requested to attend a security interview before commencement of work, costs to be deemed by the Contractor.

2.4 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 additional cost to the US Embassy.

2.5 When necessary, all the Contractor’s employees shall be escorted by security personnel during the performance of their work.

2.6 When escorted, a maximum number of 5 Contractor employees are allowed per escort. If the Contractor estimates that more than 5 employees are required or if the work needs to be done simultaneously in separate areas of the building, the Embassy must be notified at least 2 days in advance, so adequate escort resources can be mobilized.

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

2.8 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.

2.9 The Contractor shall ensure that all doors within and entering/exiting the work area remain always closed/locked and ensure the rooms are left secure at the end of each working day.

2.10 The Contractor must hand over the memory card of the camera to the COR after each photo session. The security team of the US Embassy then review the pictures and return the approved ones to the Contractor.

3. ACCESS AND PARKING

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

3.2 The Contractor is responsible to provide the COR with operatives’ names, vehicle registration number, make, model and color, a minimum of 24 hours prior to visit.

3.3 Contractor is advised that a maximum of one parking space is available. However, the Embassy may not be able to provide parking on certain occasions so the Contractor should still therefore allow for parking within their quotation.

4. WORKING HOURS

4.1 All work shall be completed during normal business hours between 8:00 hours and 17:00 hours Monday to Friday.

4.2 No planned work shall be conducted on local and American holidays unless by prior agreement with the COR and at no additional costs to the US Department of State. Please refer to the following website for the US Embassy public holidays https://uk.usembassy.gov/holidays/

5. HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

5.1 All work shall comply with all appropriate and relevant UK Health and Safety law and embracing the following:

a. Health and Safety at Work Act 1974

b. The Management of Health and Safety at Work Regulations 1999

c. The Provision and Use of Work Equipment Regulations 1998 (PUWER)

d. The Manual Handling Operations Regulations 1992

e. The Workplace (Health and Safety and Welfare) Regulations 1992

f. The Personal Protective Equipment at Work Regulations 1992

g. The Control of Substances Hazardous to Health Regulations 2002 (COSHH)

h. The Construction (Health, Safety & Welfare) Regulations 1996

i. The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)

j. The Control of Pollution Act 1974

k. The Electricity at Work Regulations 1989

l. The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013(RIDDOR) The Health and Safety (First Aid) Regulations 1981

m. The Noise at Work Regulations 2005

n. The Health and Safety (Consultation with Employees) Regulations 1996

o. The Health and Safety (Safety Signs and Signals) Regulations 1996

p. Control of Lead at Work Regulations 2002 (CLAW)

q. Control of Asbestos at Work Regulations 2012

r. The Special Waste Regulations 1996

s. Construction (Design and Management) Regulations 2015.

5.2 The Contractor shall provide the COR with site-specific work Risk Assessments and Method Statements (RAMS) prior to commencement of work.

5.3 After surveying the facility and the relevant equipment prior to commencement of the work, the Contractor shall inform the COR of any health and safety concerns or special requirements so their work can be carried out safely.

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

5.4 The Contractor must provide all necessary protection to the occupants of the building and public including safety barriers, screens, notices and portable firefighting equipment and any other safety provisions required by the work.

5.5 The Contractor shall maintain all routes of escape or provide temporary protected routes for public/building occupants. The Contractor shall be responsible for maintaining security/ emergency/fire detection alarm systems which may be affected by the work.

5.6 If connections to live services in the building demand temporary disconnection or switching off, this must only be carried out by prior arrangement with the COR.

5.7 A “Permit to Work” system is in place for hot works within the US Embassy (including soldering/welding/brazing), electrical isolations and access to LV and HV rooms, Confined Space Access. The Contractor and any sub-contractors must familiarize themselves with the Embassy process of working and request a permit before commencing any of this work.

5.8 Any welding or work activities of a similar nature must be carried out with proper and suitable protective screening and temporary firefighting equipment placed in or immediately adjacent the working area. COR or Safety Program Coordinator to issue “Permit to Work” prior to starting.

5.9 The Contractor is to provide the required first aid for their on-site staff.

5.10 Contractor shall ensure that the staff keep a copy of this Statement of Work and the contract documentation on hand on-site for reference at any time. The daily visitor log and any necessary Health & Safety logs shall be updated regularly as appropriate, ready for inspection at any time by the COR.

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

5.12 The COR shall inform the Contractor of the Embassy Health & Safety procedures to include but not be limited to egress routes, exits and assembly point in the event of an emergency.

5.13 Restrooms and welfare facilities are available for the use by the Contractor’s employees;

however, they must be kept clean at all times.

5.14 All rubbish and superfluous material must be removed at the end of each site visit. 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.

5.15 If the Contractor considers or suspects that the execution of any work will, or is likely to, involve any interference or disturbance to gas piping or storage, pipes conveying steam and or any other hazardous substances or installations, they shall immediately stop work and forthwith and notify the COR who will give the Contractor further instructions.

5.16 It is the responsibility of the Contractor to ensure that all current UK Government

Coronavirus guidelines and recommendations are adhered too, always providing a safe working environment for all employees, sub-contractors and suppliers that are working or attending the site. The Contractor shall include for all costs associated for following the UK Government Coronavirus guidelines: for example, additional PPE and hand wash/sanitizer. The Contractor shall be responsible for the additional measures from site organization & conditions, starting work and progressing through to project completion/handover.

5.17 The Contractor shall ensure that their Risk Assessments and Method Statements are continually updated to adhere to the current HSE Coronavirus guidelines and recommendations.

6 STANDARDS OF CONDUCT IN THE PREMISES

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

6.2 The US Government reserves the right to ask any or all the Contractor’s employees to leave the premises if any employee is deemed disruptive. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

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

6.4 The Contractor’s employees must only smoke in designated outdoor smoking areas.

6.5 Playing music in any part of the premises or use abusive, foul, or loud language at any time within the US Embassy boundaries is strictly forbidden.

7 DEFINITIONS AND ACRONYMS USED

• Contractor: Name used to refer to the organization with whom the US Government wish to enter a contract.

• CO: Contracting Officer. A person in the US DOS with the authority to enter, 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.

• SOW: Statement of Work

• DOS: Department of State

• US: Unites States of America.

• SBU: Sensitive but Unclassified

END OF STATEMENT OF WORK