Attachment 2 - SOW New Palisade Pedestrian Gate SOW 2024 - Warehouse (2) (1).pdf

10 Wilberforce Road, West Hendon, NW9 6AW

THE UNITED STATES EMBASSY LONDON

Technical Specifications:

New Palisade Pedestrian Gate

SITE ADDRESS:

10 WILBERFORCE ROAD, WEST HENDON, NW9 6AW

US EMBASSY, LONDON – FACILITY MANAGEMENT

JULY 2024

By MHN

CONTENTS

1 Introduction

2 Health and safety, welfare and environmental procedures

3 Storage of materials and contractor’s tools and equipment

4 Quality control

5 Standards of conduct in the premises

6 Statement Of Work

7 Completion

1 INTRODUCTION

1.1 BACKGROUND

1.1.1 The Facilities Management Office requests quotations for the fabrication and installation of a new pedestrian gate, audio/video door entry system and replacement external paving for an existing metal fence located at 10 Wilberforce Road, West Hendon, London, NW9 6AW.

1.1.2 All materials to be sourced and installed by contractor unless specifically stated.

1.1.3 All works shall be carried out during weekdays only.

1.1.4 Once the contract is awarded, the Contractor will have twenty-eight (28) calendar days to measure up on site, fabricate and install the pedestrian gate, audio/video phone and paving.

1.1.5 Once on site, the gate shall be installed and made safe & secure within one (1) working day, otherwise the Contractor must provide onsite 24 hour security until the gate is made safe & secure.

1.1.6 The contractor shall visit the site to measure up for the new palisade pedestrian gate, video/audio entry system, new paving and shall familiarize themselves fully with the specifications and relating documentation; include within their quotation the costs for but not limited to the following items to enable a fully completed, functioning project:

a) Health and Safety documentation and obligations.

b) Transport, travel, and parking.

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.

1.1.7 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 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 – See Attachment 3.

1.2.2 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.

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 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.

1.2.5 When working within US Government buildings, the contractor shall ensure that all doors remain always closed/locked and ensure the properties are left secure at the end of each working day.

1.2.6 Keys shall be signed out by contractor’s personnel, and it shall be their responsibility that they are return at the completion of the project. If the keys are lost or mislaid it will be the contractor’s responsibility to replace all locks and cylinders to ensure the property is safe.

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 authorization 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 trade’s 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.

1.6 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 operatives’ names, vehicle registration number, make and colour, a minimum of 24 hours prior to visit.

1.6.3 Parking is available for vehicles on the condition the type and registration of any vehicle is submitted 48 hours in advance and is subsequently approved by the Embassy Security to enter the warehouse compound.

1.7 WORKING HOURS

1.7.1 Unless prior arrangements have been agreed by the Government, the works shall be undertaken from Monday through to Friday, during normally working hours 0830hrs

– 1730hrs.

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. Please refer to the following website for the US Embassy public holidays:

http://london.usembassy.gov/ukpubhol.html

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 the works specified in writing in the official scope of works issued with the Purchase 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 shall not be liable to make payment for the additional work; all additional works will be at the Contractor’s own expense.

http://london.usembassy.gov/ukpubhol.html

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 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.

1.8.5 If additional time or increase of the duration is required pertaining to the contract, 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.

1.8.6 The area surrounding the works should be kept clean and clear of surplus materials.

2 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

2.1 CONDITIONS

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 to ensure 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 supply and install ‘Heras’ temporary fencing, or technical equivalent fencing, to form a boundary to work areas.

2.1.6 The contractor shall ensure a competent foreman or leading hand is permanently on site throughout the duration of the project, and through to completion.

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

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

2.1.8 It is the contractors’ responsibility to ensure that all their employees are equipped with certified safety equipment (PPE) to complete the tasks as requested within this document, and in accordance with the contractors’ method statements and health & safety plan.

2.1.9 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.

2.1.10 Restrooms and welfare facilities are available for the use by the contractor and their employees, however they must be kept clean at all times. However, the contractor shall respect the facilities and keep areas clean and tidy. No muddy or soiled boots or clothing shall be worn within the Warehouse.

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

2.1.12 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.

2.1.13 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 shall give the contractor further instructions.

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

3 STORAGE OF MATERIALS AND CONTRACTOR’S TOOLS AND EQUIPMENT

3.1 CONDITIONS

3.1.1 There will be available storage on site for the contractor’s materials, tools and equipment.

3.1.2 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.

4 QUALITY CONTROL

4.1 DESCRIPTION

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

4.1.2 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.

4.1.3 The COR will be conducting quality inspections during each site visit and shall notify contractor of any concerns.

4.1.4 All materials and works shall be completed in accordance with relevant British Standards.

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

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

4.1.7 The electrical installation and testing shall be in accordance with the 18th Edition BS

7671 IEE Wiring Regulations and British Standards at the time of writing and manufacturers specifications.

4.1.8 All electrical works shall conform to Building Regulations Approved Document P – Electrical Safety.

4.1.9 Contractor shall be self-notifiable and notify Local Authority of installations and shall provide a copy of their NICEIC certificate with their bid proposal.

5 STANDARDS OF CONDUCT IN THE PREMISES

5.1 CONDITIONS

5.1.1 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.

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

5.1.3 The contractor employees must only smoke inside designated areas.

5.1.4 Playing music in any part of the premises or use abusive or loud language at any time within the Government premises is forbidden.

5.1.5 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.

6 STATEMENT OF WORK

6.1 PALISADE PEDESTRIAN GALVANIZED STEEL GATE & DOOR ENTRY SYSTEM

6.1.1 See photos 1 & 2 below of proposed location of new palisade pedestrian gate.

Photo 1 – External View Photo 2 – Internal View

6.1.2 The new gate shall be fitted to merge into the existing palisade security fence to form a continuous and secure structure.

6.1.3 The gate shall be fabricated off site and mounted on site and made secure the same day.

6.1.4 The dimension of the new gate shall be 2.1M high and the width to fit across the existing path, aiming to achieve a 750mm wide clear opening.

6.1.5 All existing dimensions and required dimensions shall be taken and checked by the contractor.

6.1.6 The characteristics, section sizes and thickness of the new pails shall match those of the pails to the existing fence and shall be in galvanized steel.

6.1.7 The gate shall be a hinged swing gate with anti-tamper fixings, opening inwards and latching on the wall side.

6.1.8 The top and bottom horizontal rails shall be located internally, the bottom rail shall be levelled with the bottom rail of the existing fence.

6.1.9 The lateral supporting posts shall be in galvanized steel adequately sized hollow sections bolted to the wall on the wall side. On the other side the post shall be welded to the existing fence and with a galvanized steel base plate bolted down to the existing concrete beam with 4 number galvanized raw bolts.

6.1.10 The contractor shall supply and install an extra strong weatherproof, IP67 rated, magnetic lock which shall be located at the midpoint height of the gate on the wall side. The magnetic lock shall be installed connected to a minimum 96-hour uninterruptible power supply (UPS) back up for the system in the event of a power failure. The contractor shall provide full details of the magnetic lock to the COR/Embassy for their approval prior to its purchase.

6.1.11 The new gate shall be painted in two coats of paint, the colour to match that of the existing fence.

6.1.12 The Contractor shall provide and install an Aiphone audio/video door entry hardwired JP system, which comprises of 1 No. JP-DV door station / 1No. JP-4MED mater monitor / 3 No. JP-4HD sub monitors / 2No. PS-2420DM power supply / 1No.

JP-8Z splitter connector, or technical equivalent. The external monitor shall be fixed to the wall adjacent and external to the gate and three internal monitors, two on the second floor and one on the ground floor, the finish shall be in brushed chrome. The contractor shall provide full details of the system to the COR/Embassy for their approval prior to its purchase.

6.2 NEW EXTERNAL PATH

6.2.1 The existing external paved path leading to the fence shall be removed and replaced with a new path.

6.2.2 Remove existing paving and excavate 175mm down the length and width of the existing path, remove and dispose of all debris.

6.2.3 Fill trench with a 150mm bed of MOT Type 1 aggregate and compact.

6.2.4 Lay new 50mm thick precast concrete paving slabs on mortar bed, once set, fill joints with non-retracting mortar and point.

6.2.5 Seal the new paving stones with clear water-based sealer.

6.2.6 The width of new pavers shall be the same width as the gate opening.

6.2.7 The existing concrete upstand below the chain link fence along and adjacent to the existing external path shall be replaced, if damaged.

7 COMPLETION

7.1 CONDITION

7.1.1 Remove from site all debris, materials, and equipment.

7.1.2 Full clean and sweep down paved areas.

7.1.3 Provide COR with Completion Health & Safety File, including all certificates/warranties, product/installations warranties, electrical test certificate and O&M manuals one (1) electronic copies on a CD or email, relating to all workmanship, equipment and products used on the project.

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