Attachment 1 - Statement of Work - 19UK5625Q0016.pdf

THE UNITED STATES EMBASSY LONDON

Technical Specifications:

Maintenance of Two (2) CATISO SCADA systems.

SITE ADDRESS:

33 Nine Elms Lane, London, SW11 7US

US EMBASSY, LONDON – FACILITY MANAGEMENT

DECEMBER 20, 2024

By DT Rev 1

Facility Management Office - Maintenance of Two (2) CATISO SCADA systems.

Contents

1 Introduction

1.1 Background

1.2 Pricing Schedule

1.3 Security requirements

1.4 Commencement of the contract

1.5 Contractor’s personnel certifications

1.6 Access and parking

1.7 Working hours

1.8 Additional works and modifications

2 Health and safety, welfare and environmental procedures

2.2 Storage of materials and Contractor’s tools and equipment

3 Quality control

3.2 Standards of conduct in the premises

4 Statement Of Work

4.1 Proposal

4.2 Call Out Services

5 Completions

1 INTRODUCTION

1.1 BACKGROUND

1.1.1 US Embassy London Facilities Management (FM) require technical services for the maintenance, inspection and call out service of two (2) CATISO SCADA systems, these systems operate the electrical control and data acquisition of Medium Voltage (MV) and Low Voltage (LV) equipment at the US Embassy in London England.

1.1.2 The Contractor shall familiarize themselves fully with this specification and relating documentation; include within their quotation the costs for but not limited to the following items to enable a fully completion function project:

a) Health and Safety documentation and obligations.

b) Transport and travel.

c) Materials.

d) Labor.

e) Preparations & installations.

f) Certifications/Warranties/Permits.

g) Commissioning.

h) Production on completion containing but not limited to Health and Safety File, quality reports, certificates, warranties, as-built drawings, and O & M manuals.

1.1.3 The Contractor shall be certified and audited to but not limited to the following standards.

a) ISO 9001 Quality Management.

b) ISO 14001 Environmental Management.

c) ISO 45001 Occupational Health and Safety or equivalent management system.

1.2 PRICING SCHEDULE

1.2.1 The period of performance shall consist of a base year and a further two (2) option years.

1.2.2 The Contractor shall visit POST to service the CATISO SCADA system once per year during the contract period for annual servicing in accordance with the manufactures specifications and requirements.

1.2.3 The Contractor shall complete all work, including providing all labor, tools, diagnostic equipment, and services, as called for and defined herein.

1.2.4 In addition, the Contractor shall include all:

1.2.4.1 Airfare.

1.2.4.2 Travel.

1.2.4.3 Hotel.

1.2.4.4 Per diem.

1.2.4.5 And other reimbursable expenses.

1.3 SECURITY REQUIREMENTS

1.3.1 The US Department of State operates strict security procedures for entry into the US Embassy. All the personnel likely to be involved on site at any time during the project period shall complete the security questionnaire, see attachment form. 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.

1.3.2 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.

1.3.3 Dependent of the type of works and the period spent on site, the Contractor may be requested to attend a security interview, costs to be deemed by the Contractor.

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

1.3.5 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 be completed 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.

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

1.3.7 The Contractor’s employees must work only within project area. No Contractor’s personnel shall go outside these areas without prior approval.

1.4 COMMENCEMENT OF THE CONTRACT

1.4.1 No work shall start, or equipment and materials be ordered until the Contractor has received a purchase order or authorisation from the Contracting Officer.

1.4.2 The Contractor shall designate a representative who shall supervise the Contractor's employees and be the Contractor's liaison with the U.S. Embassy.

1.4.3 The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes.

1.5 CONTRACTOR’S PERSONNEL CERTIFICATIONS.

1.5.1 It is the Contractor’s responsibility to ensure that their employees are competently qualified, trained, and certified to work on all specialist equipment and machinery named within this document and attachments.

1.5.2 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 plant in other locations. Only properly skilled trades personnel shall be employed to execute all aspects of the works.

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

1.5.4 All electrical works shall be completed in accordance with the US Code NAPF 70 and confirm to UK DNO G59 requirements.

1.6 ACCESS AND PARKING

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

1.6.2 The Contractor is responsible to provide the COR with completed RSO vetting for all personnel the contract expects to visit site. These forms need to be submitted to the COR at least two weeks in advance of any planned visit. In addition, the contractor is to email the COR personnel names, vehicle registration plate numbers, make, model, and color, with a minimum of 72 hours in advance of their visit.

1.6.3 The Contractor must be aware that a maximum of one parking space is available at the Chancery. The Embassy may not be able to provide parking during certain occasions, so the Contractor will be required to find alternate parking at their own expense.

1.7 WORKING HOURS

1.7.1 Service work is to be carry out at weekends between the hours of 08:00 to 16:00.

1.7.2 No work shall be undertaken on local and American holidays unless prior agreement and at no addition costs to the US Department of State.

1.8 ADDITIONAL WORKS AND MODIFICATIONS

1.8.1 This section refers to repairs, modifications and parts required outside the statement of works.

1.8.2 Only those works specified in writing in the official scope of works issued with the Purchase 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.

1.8.3 If during 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.

1.8.4 The Contractor shall supply the COR with a formal written quotation for any claim for additional works or modification to contract.

1.8.5 If additional time or an increase of the contract duration is required, the Contractor shall advise the Contracting Officer and/or Contracting Officers Representative in written, providing details of why a request for extension, and evidence of causes of delay.

2 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

2.1.1 All work shall comply with the local Health and Safety Executive Legislations and

Regulations. The link to the website is www.hse.gov.uk

2.1.2 The Contractor shall provide the COR with all site specific Risk Assessments and

Method Statements (RAMS) prior to commencement of works.

2.1.3 After surveying the facility 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.

2.1.4 The Contractor is responsible for all site management including all Health & Safety, welfare & first aid facilities, site signage, safety barriers/zoning including employment/managing/programming of sub-Contractors’ health safety registration.

2.1.5 The Contractor shall ensure a competent technical person or leading hand is on site throughout the duration of the project and whilst in progress.

2.1.6 A keep a copy of the specification, daily visitor log, and necessary Health & Safety logs shall be updated, ready for inspection at any time by the “Contracting Officers Representative”.

2.1.7 It is the Contractor’s 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 Contractor’s method statements and health & safety plan.

2.1.8 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.

2.1.9 Restrooms and welfare facilities are available for the use by the Contractor and their employees; however, they must be always kept clean.

2.1.10 If restrooms and/or welfare facilities are not available, the Contractor shall include the supply or hire of such facilities within their quotation.

http://www.hse.gov.uk/

2.1.11 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.

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

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

2.2 STORAGE OF MATERIALS AND CONTRACTOR’S TOOLS AND EQUIPMENT

2.2.1 The Contractor shall store ALL relevant materials, tools, and equipment in a lockable site box, be provided by the Contractor which shall be removed at the end of the service.

2.2.2 No Contractor’s property and materials shall be left on US Government premises after completion of the project, unless prior writing agreement with the COR.

3 QUALITY CONTROL

3.1.1 The Contractor shall implement a quality management plan (QMP) for the project and provide to the COR.

3.1.2 It is the responsibility of the Contractor to complete the quality control inspections throughout the duration of the project and keep an inspection record on site.

3.1.3 The COR will be conducting quality inspections during each site visit and shall notify

Contractor of any concerns.

3.1.4 All materials and works shall be completed in accordance with relevant British

Standards.

3.1.5 All materials used shall be European CE or US UL approved.

3.1.6 Provide the COR documentation of any known defects at handover including details of corrective actions.

3.2 STANDARDS OF CONDUCT IN THE PREMISES

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

3.2.2 The Government reserves the right to ask the Contractor employee to leave the premises if an employee is deemed disruptive. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

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

3.2.4 The Contractor employees must only smoke inside designated areas.

3.2.5 The Contractor employees must not play music in any part of the premises or use abusive or loud language at any time within the US Embassy boundaries.

4 STATEMENT OF WORK

4.1 PROPOSAL

4.1.1 The Contractor shall provide annual service and inspection of two (2) CATISO SCADA Systems, which are located at the US Embassy London, these systems cover MV and LV Voltage ranges.

4.1.2 All servicing works are to be carried out on weekends between 8am and 4pm.

4.1.3 The Contractor shall use only genuine, current, and authorized CATISO software, leads and approved computer.

4.1.4 The Contractor shall supply 24/7 telephone support and 36-hour emergency response time from a trained CATISO engineer to attend site.

4.1.5 The Contractor shall provide the cost for a callout and day rates for attendance to site; these costs shall include all travel, accommodation, and expenses. This service will be processed under a Government purchase order and shall not be included within the final contract amount for the base year and 2 options years.

4.1.6 The Contractor shall ensure that the technician attending site is certified to operate CATISO software and this certification shall be included within their proposal.

4.1.7 The Contractor may be required to work with other Contractors on site if there is coordinated maintenance activities with associated equipment. The site electrical engineer will be the lead in all coordination activity within their proposal.

4.1.8 The Contractor shall supply the COR a method statement for safe working, Ten (10) working days before the planned service activity.

4.1.9 The Contractor shall if requested by the Site Electrical engineer, demonstrate the CATISO operations and functions.

4.1.10 The Contractor shall carry out a CATISO system health check on the two systems, this includes but not limited to:

• Enclosure(s) shall be anchored properly, free from moisture, corrosion, dust, and signs of flashover.

• Circuit Breakers shall be removed, inspected, cleaned, and tested for functionality.

• Protective Relays shall be inspected and evaluated for logged events and protective settings verified.

• Grounding shall be verified for integrity and continuity.

• Battery Systems shall be inspected, cleaned, and tested for functionality.

• Battery Systems shall be replaced every three years.

• All Control Devices (PLCs/Transducers/Controllers/Touchscreens/TS Processors) shall be inspected for proper operation and signs of corrosion or damage.

• All metering shall be checked against independent devices for accuracy and calibration.

• All Manual Switches shall be operated and verified to have free movement and contact continuity.

• All wiring and connections shall be inspected for signs of damage including arcing, corrosion, overheating, insulation deterioration or tracking.

• System Testing shall include communications networks, remote PCs, and all HMI screens for functionality.

• The contractor is to supply and replace within the service cost all PLC back up battery.

• The Contractor shall advise the COR on CATISO system part availability, cost, and obsolescence.

4.1.11 The Contractor shall provide to the COR, prior to leaving site, on each occasion, a

USB drive copy of the CATISO operating system and all passwords used on the Embassy CATISO system.

4.1.12 The Contractor shall carry out a CATISO system health check on the two systems, advise on CATISO system parts availability, cost and obsolescence.

4.2 CALL OUT SERVICES

4.2.1 Emergency Call Outs

• The Contractor shall provide a 36-hour response to site from the time of a call out.

This applies 24 hours per day and 365 days of the year.

• The Contractor shall provide the hourly cost for an emergency call out. A separate order would need to be approved and submitted by the Embassy for this work prior to works commencing.

• The US government considers an Emergency Call Out to be when 2 (two) or move LV generator cannot be operated through the CATISO system or 1 (one) MV CHP is not operating due to the CATISO system.

4.2.2 Standard Call Outs

• 72hr response time for all other callouts (Monday-Friday, 08:00-18:00, Excluding Bank &

Public holidays).

• The Contractor shall provide the hourly cost for a standard call out. A separate order would need to be approved and submitted by the Embassy for this work prior to works commencing.

4.2.3 Labor Rates for Billable Work

• This includes work not covered by the terms described above (i.e., vandalism repairs and other major force causes) and overtime rates. The Contractor shall provide all labor rates on his cost proposal.

5 COMPLETIONS

5.1.1 Five (5) days after the service visit, the Contractor shall email the COR a typed service report that comments on the condition of the CATISO system and give recommendations.

5.1.2 Provide COR with certificate and service/maintenance typed reports within five (5) days of the site visit.

5.1.3 The Contractor shall quote for all repair works required outside of the service agreement with in two (2) working days. These repairs will be processed separately under a government purchase order.

5.1.4 Remove from site all debris, materials and dispose of within UK regulations reg.

Waste Electrical and Electronic Equipment (WEEE).

Approved by: DM/SG