Attachment 2 - Statement of Work.pdf

THE UNITED STATES EMBASSY, LONDON

Statement of Work:

Main Canopy Glass Replacement

SITE ADDRESS: 33 NINE ELMS LANE,

London, SW11 7US.

US EMBASSY, LONDON – FACILITY MANAGEMENT

MARCH 1, 2024

By JLR

Rev 003

Facility Management Office – SOW Replacement Glass Main Entrance Canopy 2024

CONTENTS

1 Overview

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 Additional works and modifications

1.8 Health and safety, welfare and environmental procedures

1.9 Storage of materials and Contractor’s tools and equipment

2 Quality control

2.1 Process and requirements

2.2 Standards of conduct in the premises

3 Scope of Works

3.1 Site Survey

3.2 Glass Replacement

3.3 Frit Pattern

3.4 Installations

3.5 Client to Provide

1 OVERVIEW

1.1 BACKGROUND

1.1.1 Facilities Management Office requests quotations for the replacement of a section of glazing to an exterior canopy above the main entrance – East side.

1.1.2 Upon receipt of Award to the successful vendor and receipt of the Government’s Notice to Proceed, it is intended that the Contractor shall complete the works as follows:

a) 10-week lead time to include, site survey/measurements and order/fabricate materials and equipment

b) Installation to be completed over the course of a weekend Saturday/Sunday from 0800hrs – 1700hrs.

1.1.3 The Contractor shall familiarize themselves fully with this specification and relating documentation and drawings. The Contractor’s quotation shall include but not be limited to the costs for the following items, to enable full completion of the project:

a) Health and Safety documentation and obligations.

b) Transport and travel.

c) Materials.

d) Equipment.

e) Material delivery to site.

f) Labor.

g) Preparations & installations.

h) Testing/Certifications/Warranties/Permits.

i) Commissioning.

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/ Contractor Security Clearance Form.

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 Depending on the type of works and the period of time spent on site, the Contractor may be requested to attend a security interview before commencement of works, 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 Chancery building, the Contractor shall ensure that all doors remain always closed/locked.

1.2.6 Keys shall be signed out by Contractor’s personnel, and it shall be their responsibility that they are returned at the completion of the project. If the keys are lost or mislaid it will be the Contractor’s responsibility to arrange and pay for replacement of all locks and cylinders to ensure the property is always safe and secure.

1.2.7 Security at the Chancery building shall be the Contractor’s responsibility throughout the duration of the project.

1.3 SCHEDULE DOCUMENTATION REQUIRED

1.3.1 The Contractor shall 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 from commencement of work to completion.

1.4 COMMENCEMENT OF THE CONTRACT

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

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

1.4.3 The Contractor's employees shall be on-site only for duties relating to the subject matter of the contract and for no 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 for 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 color, a minimum of 48 hours prior to visit.

1.6.3 The Contractor is advised that a maximum of one parking space is potentially available. However, the Embassy may not be able to provide parking on certain occasions, therefore the Contractor should still arrange parking off site within their quotation.

1.7 ADDITIONAL WORKS AND MODIFICATIONS

1.7.1 This section refers to repairs, modifications and parts required outside the Statement of Works.

1.7.2 Only those works specified in writing in the official Statement of Work issued with the contract are to be undertaken by the Contractor. Any changes or deviation to the Statement of Works will be made in writing via an official modification to the original Order or Contract.

1.7.3 If during the execution of the works the Contractor deems additional works, outside the original scope, 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 to the SOW. The Contractor will be financially liable for any works outside the Statement of Work undertaken by the Contractor in the absence of an official modification. Should the Contractor undertake any works not specified on the official Statement of Work or subsequent official modification thereto, 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.

1.7.4 The Contractor shall supply the COR with a formal written quotation for any additional works approved by official modification to the contract.

1.7.5 If additional time or increase of the duration of the contract is deemed necessary by the Contractor, the Contractor shall advise the Contracting Officer and/or Contracting Officer’s Representative to this effect in writing, providing details of why an extension is being requested and evidence of causes of delay.

1.8 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

1.8.1 This project shall be completed in accordance with Construction Design Management (CDM) Regulations 2015.

1.8.2 The contractor will also perform/undertake the duties and responsibilities of “Principal Designer” in accordance to CDM Regulations 2015.

1.8.3 The Contractor shall submit copies of the Risk Assessment/Method Statement (RAMS), to the Embassy a minimum of two weeks prior to starting works on site.

1.9 STORAGE OF MATERIALS AND CONTRACTOR’S TOOLS AND EQUIPMENT

1.9.1 The Embassy will agree to provide a small area for storage of materials and equipment.

1.9.2 The Contractor shall store ALL relevant materials, tools and equipment in a lockable site box. This box must be provided by the Contractor and must be removed at the end of the works. The Contractor shall provide the COR with a key to the lockable box.

1.9.3 No Contractor’s property and materials shall be left on US Government premises after completion of the project, unless pursuant to prior written agreement with the

COR.

1.9.4 The Embassy is providing this information in order to avoid any misunderstanding about any theft, loss, or damage to any property, materials, or substances whether personal or commercial used by your staff within the confines of the United States Embassy, under the contractual obligation, or otherwise left within the confines of the United States Embassy. Responsibility for the said property, materials, or substances arising from theft, loss, or damage is solely that of the Contractor and not that of the United States Department of State or its insurance carrier(s).

2 QUALITY CONTROL

2.1 PROCESS AND REQUIREMENTS

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

2.1.2 The QMP will include but not limited to design, engineering, fabrication and installation stages of the project.

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

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

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

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

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

2.2 STANDARDS OF CONDUCT IN THE PREMISES

2.2.1 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.

2.2.2 The Government reserves the right to ask any or all of 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.

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

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

2.2.5 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.

3 SCOPE OF WORKS

3.1 POST AWARD/SITE SURVEY

3.1.1 Once the contract is awarded, the Contractor shall attend site survey to review local conditions, areas, and access.

3.1.2 At the site visit the COR shall provide detailed drawings of the fastenings and retaining clamps/brackets.

3.1.3 Conduct a lift/crane planning survey for safe lifting operations.

3.1.4 Contractor to include all access equipment to enable safe conditions and environment to conduct the survey.

3.1.5 Take dimension for replacement glass, and details of frit design, to enable the correct manufacture and order of replacement materials.

3.2 GLASS REPLACEMENT

3.2.1 Supply, deliver and install 1no section of replacement glass that forms the canopy above the Embassy main entrance.

3.2.2 The new replacement glass shall match existing and per attached building specification – Attachment 3.

3.2.3 The following glass specification information is copied and provided from our as built records, the Contractor shall check and confirm that the information is correct prior to ordering – D. Glass Type (GL-08A): NOB Canopy

1. Overall Unit Thickness: 26 mm

2. Lite 1: Laminated glass with 2 plies of 12 mm, heat-strengthened ultraclear (low iron) float glass bonded with ionoplast interlayer.

a, Interlayer: 2.29 mm clear ionoplast interlayers

b. Printed frit pattern on the number 3 surface.

c. Printed pattern to match existing.

d. Basis of Design Frit Coating: Interpane Ipdecor K.

e. Glass shall have polished edges to match profiles of existing glass.

3.3 FRIT PATTERN

3.3.1 The frit pattern shall match that of existing.

3.3.2 The following frit specification information is copied and provided from our as built records, the Contractor shall check and confirm that the information is correct prior to ordering.

Ceramic Frit Coated Glass:

a. All ceramic frit coated glass shall be heat-strengthened or fully tempered and meet the requirements specified herein, but in no case less than the minimum requirements of ASTM C 1048.

b. Visual Quality Control acceptance criteria of the ceramic fritted surface shall be consistent with industry guidelines, subject to approval by the COR.

1) Patterns shall be located not more than 1/16 inch off parallel from the locating glass edge.

2) Frit shall be evenly applied and consistent in tone.

3.4 INSTALLATIONS

3.4.1 Provide access equipment to allow operatives to work in a safe environment.

3.4.2 Remove and dispose of broken glass panel and proceed to install new.

3.4.3 Remove all mechanical fasteners, and cut out if seized, include within quotation any replacement defective fasteners and brackets/clamps.

3.4.4 Include for all cranage vehicles and specialize lifting equipment to position glass within canopy structure.

3.4.5 Contractor to provide all safety barriers and ensure banksman/signaler is present prior to and during all cranage operations.

3.4.6 Supply and apply all mastic and silicone sealants to match existing, ensuring that they are recommend by the manufacturer for this type of installation, materials, and environment.

3.4.7 Clean newly installed glass and remainder of the existing glass canopy, to ensure is debris/dust free, products to be used as recommended by glass manufacturer.

3.5 CLIENT TO PROVIDE

3.5.1 Restrict access to area during installations.

3.5.2 Facilities will arrange and provide escorts over the course of this project.

3.5.3 Access to 240v power, Contractor shall be responsible for the safe routes of extension leads without causing trip hazards.

3.5.4 Welfare facilities are available, although the canteen is closed over weekends.

3.5.5 Hot works permit will be arranged if notified beforehand.