Attachment 1 - Statement of Work.pdf

THE UNITED STATES EMBASSY LONDON

Technical Specifications:

Maintenance of Chancery Pond

SITE ADDRESS:

33 Nine Elms Lane, London

SW11 7US

US EMBASSY, LONDON – FACILITY MANAGEMENT

DECEMBER 2023 - BY NM REV 1B

Facility Management Office - NLE – Supply & Installation of Key Cabinet Management System

Contents

1 Introduction

1.1 Background

1.2 Security requirements

1.3 Schedule documentation required

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

5 Completion

1 INTRODUCTION

1.1 BACKGROUND

1.1.1 Facilities Management (FM) request quotations for the maintenance and Algae control at the pond located at US Embassy London.

1.1.2 The Contractor shall familiarize themselves fully with this specification and relating documentation and 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 SECURITY REQUIREMENTS

1.2.1 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.

1.2.2 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.

1.2.3 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.

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

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

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

1.3 SCHEDULE DOCUMENTATION REQUIRED

1.3.1 Provide a project schedule or program, presented in the form of a Gantt chart (both MS Project and Excel are acceptable), showing number of days/durations, tasks, and critical path.

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, certified, and insured to work on all specialist equipment and machinery named within this document.

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 any applicable codes of practice or manufacturer’s instructions.

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 Contracting Officer’s Representative (COR) with operatives’ names, vehicle registration plate number, make and colour minimum of 24 hours in advance of visit.

1.6.3 However, if the Contractor is working within the Chancery, they are advised that a maximum of one parking space is available. However, the Embassy may not be able to provide parking in certain occasions so Contractor should still therefore allow for parking within their quotation.

1.7 WORKING HOURS

1.7.1 Unless prior arrangement the works shall be undertaken on from Monday through to Friday, during normally working hours 0800hrs – 1700hrs.

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 Order 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.

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 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 shall 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.

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.

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

2.1.6 The Contractor is responsible to keep a copy of the specification, daily visitor log, and necessary Health & Safety logs and these documents shall be updated, ready for inspection at any time by the COR.

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.

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, he 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 British Board Agreement Certified (BBA).

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 Playing 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

The aim of this contract is for the Contractor to stop the growth and kill any algae present in the pond and on the surrounding stonework. It is the responsibility of the Contractor to ensure sufficient treatment is provided to eliminate the growth of algae in the said areas above.

4.1.1.1 All treatment shall contain natural products so as not to endanger natural wildlife or cause damage to or inhibit the growth of the pond vegetation.

4.1.1.1 The Contractor shall provide a detailed product list for the suggested treatment, including: the quantity of all chemicals, the treatment description and the manufacturer of the treatments. This information shall be supplied to the COR for approval prior to works commencing and again upon completion of the services on an annual basis.

4.1.1.2 The Contractor shall carry out 6 treatments per year at 2 monthly intervals to eliminate the growth and kill any algae in the pond. The Contractor is required to eliminate the algae in its entirety within a maximum of 2 months from the application of the treatment.

4.1.1.3 The Contractor shall perform water testing and provide a report on the levels of Ammonia, Nitrates, Oxygen, pH, and Phosphates, and thereafter, treat the water if levels promote algae growth, on a per visit/treatment basis.

4.1.1.4 The Contractor shall inspect the pond, fountain, and pond walls quarterly, at water level for Algae growth. Please be advised that a Government owned boat will be made available to the Contractor, however, the use of the said boat shall be at the Contractor’s own risk and any necessary insurance shall be provided by the Contractor.

4.1.1.5 The Contractor shall provide colour photographs to the COR for future records, on a per visit/treatment basis.

4.1.1.6 The Contractor shall remove any algae manually during each visit, if present, and adjust treatments to stop any further growth. Note: Authorization from the COR is required prior to the Contractor adjusting the suggested treatment.

4.1.1.7 The success of the treatments will be judged on monthly inspections by the Embassy Facilities team with the use of photographs.

4.1.1.8 The Contractor shall report any other actions required or observations, on a per visit/treatment basis.

5 COMPLETION

5.1.1 On an as per visit/treatment basis, the Contractor shall provide the COR with the history of the treatment in the form of a written reports.

5.1.2 The Contractor shall remove from site all debris, and waste materials upon completion of the service or as requested by the COR.