Attachment 1 SOW Heating system upgrade_ SPB_09_04_2025.pdf

STATEMENT OF WORK

U.S. DEPARTMENT OF STATE

OBO FACILITIES MANAGEMENT DIVISION

Attachment 1. SPECIFICATIONS

U.S. Embassy Madrid Spain

1.0 INTRODUCTION / SUMMARY OF WORK PROJECT

This Scope of Work (SOW) defines the requirements for the supply and installation of a heating system upgrade at the U.S. Embassy in Madrid. The upgrade includes replacing the manifold, secondary circuit pumps, valves, and associated accessories.

The Contractor shall furnish all labor, materials, equipment, and supervision necessary to complete the tasks outlined below, ensuring compliance with all applicable safety and construction regulations.

The project site is located at:

Calle de Serrano, 75, 28006 Madrid, Spain

2.0 SCOPE OF WORK

2.1 Prior Project Execution

2.1.1 Required Site Visit and Survey

The Contractor is responsible for assessing existing conditions and identifying factors that may impact the cost or performance of the services.

A site visit is required to verify all measurements and survey the existing layout prior to submitting the Bill of Materials (BOM) and quotation. All provided measurements are approximate, and the U.S. Embassy shall not be held liable for any inaccuracies in dimensions. The contractor shall coordinate and obtain any permit required by local authorities for the execution of the project.

2.1.2 DOCUMENT SUBMITTAL PACKAGE. Submit before the awarding process, document submittal package that includes:

2.1.2.1 Product Data: Manufacturer’s data sheets on each product to be used, including:

2.1.2.2 Create concepts and sample material.

2.1.2.3 Submit manufacturer’s installation instructions, including preparation, storage, and handling requirements.

2.1.2.4 Shop Drawings:

2.1.2.4.1 Show complete layout and location of the area, including required clearances. Include site layout drawings or any other plans/diagrams required for this project.

2.1.2.5 Show typical details of assembly, erection, and anchorage.

2.1.2.6 The Contractor shall submit the design and Bill of Materials (BOM) for approval prior to prefabrication and installation. All materials provided by the Contractor must receive approval from the U.S.

Embassy before proceeding.

2.1.2.7 Complete finalized Work Plan including Critical Path Method (CPM) schedule.

2.1.2.8 Submit to the CO and/or COR within 15 days of Notice to Proceed, document submittal package that includes:

2.1.2.8.1 Activity Hazard Analysis (AHA) with detail specifications of the safety plan to be implemented.

2.1.2.8.2 List of personnel to be approved by the Embassy for the access request.

3.0 EXECUTION

3.1 Area Isolation and Access Restriction

3.1.1 The contractor shall provide a plan for the isolation and restriction of access to the area to be intervened.

3.1.2 Works must only be carried out by staff with technical knowledge to do so and always complying with the security rules.

3.1.3 The Contractor shall develop and submitted for review and acceptance the Plan for isolation as part of their Accident Prevention Plan within 10 days of the start of the works.

3.2 Project details

The Contractor must make all necessary modifications to the existing heating water system (including installation of new expansion vessels, air separator and make-up water connection including back flow preventer and isolation valves, piping rearrangement, valves and accessories) to make all systems work synergistically in the most energy efficient manner.

3.2.1 Electrical system

3.2.1.1 The Contractor must provide construction services for connection to the existing electrical system.

3.2.1.2 The Contractor is responsible to check the adequacy of the existing power available for proper operation of the new heating circulation pumps. Electrical upgrade, including new panels, breakers, and wiring may be required. Contractor to provide if necessary.

3.2.1.3 The current power supply is: 220volts / 3 phases / 50 Hz.

3.2.1.4 Electrical transformers may be required to accommodate electrical power for the new pumps if they’re 380v

3.2.1.5 Main Power distribution is in the Basement of the Chancery. Sub-panels are located throughout the building.

3.2.1.6 The Contractor must ensure that all existing electrical circuits are protected from being damaged during demolition work. If existing wiring circuits are damaged or affected/ impacted by any part of the project, the Contractor shall provide the necessary resources to bring the system back to its original condition.

3.2.1.7 Galvanized Rigid conduits shall be used.

3.2.1.8 If a walls/slab core drill is required, cores shall be sealed with fireproof caulking to prevent water and air from moving between the floors and outdoors.

3.2.2 Heating System Upgrade (Boiler Room in embassy sub-basement)

See Proposed Heating System Diagram Attachment

3.2.2.1 Installation Piping network with control valves and accessories. The position includes the hydraulic circuit of supply and returns between new boilers and the manifold in the current boiler room, located in the basement, with black steel pipe with welding, DIN 2440 standard, tested at a pressure of 20 Kg / cm². Includes all pipe fittings and fittings, such as elbows, bends, tees, gauges, thermometers, pipe drain safety valves, air vents, shutoff valves, and PVC condensate collection lines.

3.2.2.2 The Contractor must design and install all necessary components such as valves (balancing; check; strainers, cut off valves, etc.); drain connections; expansion joints; strainers and water filters in order to provide complete and operational heating system.

3.2.2.3 Primary circuits should be hydraulically decoupled from each other.

3.2.2.4 Secondary circuits should be hydraulically decoupled from each other;

each circuit should be able to operate independently of each other.

3.2.2.5 The existing secondary circuit's pumps should be replaced with pumps provided by the owner. of matching capacity with VFDs. They should be relocated to the supply lines and electrically connected.

3.2.2.6 Additional new supply pumps provided by the contractor may be necessary.

3.2.2.7 All pumps must be provided with VFDs

3.2.2.8 The contractor shall verify pumps C2 and C14 performance. If necessary, Contractor must propose/buy pumps selection with better performance.

3.2.2.9 Supply & Return Manifolds (main, domestic, shops, etc. total of five-5 manifolds) Hydraulic balancing manifold Chancery; Hydraulic balancing manifold for fluid velocities <0.20 m/s with accessories (bleeder, thermometers, and piped drain. The Contractor must size each water supply and return manifolds according to the number of connections and homogeneous temperature distribution, configuring a hydraulic decoupler that allows the independent operation of each circuit.

3.2.2.10 Automatic Filling Unit: Filling set, including cold water meter with pulse emitter for remote management, ball valves, check valve, manometer, filter, and safety valves. Including thermal insulation thickness according to regulations, with an elastomeric foam mouthpiece with a surface finish in aluminum sheet in exterior sections and technical rooms. Fully installed, tested, and working, by regulations. Even material and auxiliary means are necessary for correct assembly and operation. Drain Point, including ball valve, tubing, and mounting hardware. Including thermal insulation of thickness according to regulations, with an elastomeric foam mouthpiece with a surface finish in aluminum sheet in exterior sections and technical rooms. Fully installed, tested, and working. Even as many material and auxiliary means are necessary for correct assembly and operation. Plumbing network-filling set, including pipework, fittings, and joints such as elbows, bends, tees, pressure gauges, thermometers, safety valves with piped drainage, air vent, shutoff valves, and PVC condensate collection pipes. Pipe insulation with elastomeric type insulation with thicknesses according to RITE. 0.6 mm thick aluminum sheet, laid, edged, overlapped, and riveted, for covering previously insulated pipes. Fully installed and working. The Contractor must design and install all necessary components such as valves (balancing, check, etc), drain connections, expansion joints, strainers, and water filters to provide a complete and operational heating system. See attachment.

3.2.2.11 New expansion tanks and air separators should be provided. relocated.

3.2.2.12 Heating water treatment system with coupon racks and inhibitors. The

Contractor must design and install an automatic heating water treatment system with coupon racks and inhibitors.

3.2.2.13 Temperature sensors, pressure sensors, and energy meters should be installed on each circuit, with energy meters for heating and electrical consumption.

3.2.2.14 The Contractor must design and install a standalone system with automatic switch over to the back-up fuel boiler in case of emergency.

The standalone system (pumps included) shall be Direct-Digital-Control with HMI display, and BACnet/IP for plug and play integration into a Building Automation System.

3.2.2.15 Elastomeric pipe insulation. Pipe insulation with elastomeric type insulation with thicknesses according to RITE. External covering: a 0.6 mm-thick aluminum sheet, laid, edged, overlapped, and riveted, for covering previously insulated pipes. The Contractor shall provide thermal insulation (min 32mm) and PVC jacketing for piping, ductwork, and equipment. The contractor must replaced all the non-aluminon insulation.

3.2.2.16 Re-pip the fuel oil boiler to be able to feed the CMR independently to allow maintenance for the rest of the system.

3.2.2.17 Testing and Balancing - All new devices and equipment shall be tested and commissioned per the specifications. The final commissioning shall be performed with the COR present. The Contractor shall submit a commissioning plan to include sensor calibration verification, Equipment Pre-Functional testing, Functional Testing, and Hydronic Testing & Balancing. The Contractor shall be responsible for construction inspections and tests, including but not limited to:

3.2.2.17.1 New pumps are being tested and commissioned.

3.2.2.17.2 New hydronic hot water piping pressure and leak tests (min

12hrs).

3.2.2.18 Installation and supply of magnetic particle filter

3.2.2.19 Cleaning and painting of boiler floor area with resin garage floor Epoxy Paint - High Build Two-Component Epoxy Coating

4.0 Site Visit/Design Survey4.1 Country Clearance Requirement The Contractor shall not incur any travel-related expenses, initiate travel to the site, or commence work at the site under any circumstances until a cable granting country clearance has been received.

4.2 During the design survey, the successful contractor must survey the areas where construction will take place and become thoroughly familiarized with the existing conditions and other factors that will affect construction. The contractor must ascertain all local permit requirements, licensing requirements, and the quality and availability of materials, sub-contractors, and equipment that may be needed to execute the contract; highlight any variances with information provided (for verification) in the contract; and propose any required action(s).

4.3 The Contractor shall review and evaluate all available surveys, drawings, and reports related to the project and existing conditions to ensure a comprehensive understanding of the scope and requirements.

4.4 The contractor shall evaluate existing roof structures and roofing systems conditions to assess the feasibility of boilers installation.

4.5 The contractor shall evaluate the existing heating system to assess the proposed heating upgrades

5.0 Upon Project Completion

5.1 Detail engineering and "as-built" documents: After final completion of the work, but before final acceptance thereof, the Contractor shall provide: (1) complete set of "as-built" drawings; (2) equipment technical data and operation manuals.

5.2 Final Site Inspection

Upon completion of all site work, the Contractor's site superintendent shall conduct a thorough review of all activities and perform a walkthrough of the project area with the Contracting Officer’s Representative (COR). This walkthrough will ensure that the work meets the satisfaction of the embassy staff and that all items are acceptable. Any incomplete or deficient items shall be documented and provided to the Contractor for immediate resolution and completion. The Contractor shall ensure that, upon demobilization, the site is left in a clean and orderly appearance, equal to or better than prior to start of work.

6.0 Codes and Standards

Any design specifications shall conform to the more stringent requirements of the following attached codes and standards.

6.1 Occupational Safety & Health Administration Codes (OSHA)

6.2 International Building Code (IBC)

6.3 International Mechanical Code (IMC).

6.4 Mechanical Systems - ASHRAE and SMACNA Standards.

6.5 National Fire Protection Association (NFPA 101) Life Safety Code.

7.0 Contractor responsibility

The Contractor shall comply with the local requirements for handling and disposal of hazardous materials in paints (metals and PCBs), caulks (PCBs), mineral fiber insulation (asbestos, rock wool, fiberglass)

Hammer drilling, welding, removal of old equipment, and installation of new equipment shall be performed in close consultation with Post officials. It may require some work outside of regular operating hours to minimize disruption to Post operations. Fire safety and air quality are paramount for the posts' continued operations. Contractor must use proper fume extraction equipment and sealed work areas to prevent welding fumes from entering the active office space. The Contractor is required to have a welding fume extractor (snorkel) as suggested by OBO-SHEM

Contractor must coordinate with the Regional Security Officer (RSO), Facility Manager (FM), and/or Contract Officer Representative (COR) before commencement of work to determine security procedures and protocols for visits during design and construction operations, The Contractor must also follow all provisions identified in the Security Classifications Guidelines for handling and marking of documents and materials. Access to each site shall be controlled by the Local Guard Force (LGF) at the main CAC. There, each worker will present a photo ID, such as a passport, to the local guard, who will check it against the project access roster. One local guard, a member of the LGF, may appropriately escort unvetted labor at each site from the start of work until the end of work at the site. Each Post shall conduct criminal records checks with the local police force to ensure that local labor with derogatory information is not hired. Contractors should factor site access procedures into daily labor calculations.

8.0 Period of Performance

The project shall start within five (5) calendar days after the date the Contractor receives the Notice-to-Proceed (NTP) issue by CO. The contractor shall sustain a Kick-off meeting to review the SOW, detailed schedule, execution, and safety plan.

9.0 Timetable of Deliverables

Complete the entire work no later than ninthly (90) calendar days after NTP. The time stated for completion shall include final cleanup of the premises.

10.0 As Built & Record Requirements

Contractor must submit as-built drawings (in PDF + editable format) and O&M manuals upon project completion. Must provide commissioning, testing balancing, O&M manuals warranty documents and training reports.

11.0 Work hours

M-F 7:30-5:30 excluding Spain and US holidays listed in the solicitation.