ATTACHMENT A - STATEMENT OF WORK

PREVENTIVE MAINTANENCE SERVICE CONTRACT

Water Treatment of HVAC Water Systems

Us Consulate General Cape Town 10 December 2025

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

TABLE OF CONTENTS

1. INTRODUCTION

1.1 The United States Department of State (DOS) requires services at the unclassified clearance level, to provide water treatment maintenance services at the Compound, U.S. Consulate, Cape Town in accordance with this contract.

1.2 The water treatment systems to be maintained are as follows

· HVAC Water Treatment System

1.3 The Overseas Buildings Operations (OBO) has a requirement to obtain water treatment maintenance services to execute this work, including logistics, customs, shipping, transportation, labor, water treatment chemicals, tools, water treatment testing kits/equipment, administrative and all associated management support functions. The water treatment service contract will include but not limited to combinations of physical methods, chemical methods, equipment servicing and testing to control water-related problems such as corrosion, scaling, general deposits, and microbiological fouling of the HVAC system. All work shall comply with the requirements described in the following, as a minimum:

· NSF Standards (National Sanitation Foundation)

· AWWA Standards (American Water Works Association) ANSI Standards

· SDS Regulations

· ASTM D

· NFPA Codes

· UL Standards

· IEEE Standards

· NEMA Standards

· OSHA Standards

· And all applicable manufacturer O&M and installation instructions/requirements.

· Relevant SABS standards applicable to these service in South Africa

2. OBJECTIVES

2.1 The purpose of this scope of work is to define the requirements for the planning, procurement, and maintenance of the HVAC water treatment system located at the Consulate Compound. The intent of this service contract is to preserve the current piping, HVAC equipment, and establish a cost-effective water treatment program to control water related problems such as corrosion, scaling, general deposits, and microbiological fouling and meet water treatment goals. All work shall be executed in accordance with the project SOW, approved water treatment chemicals, associated contract documents and be compliant with all applicable safety, equipment and building codes and standards.

3. GENERAL REQUIREMENTS

3.1 This statement of work (SOW) describes the preventive maintenance and testing services and deliverables to be performed by the Contractor at the Compound, U.S. Consulate Cape Town.

3.2 The assigned Contracting Officer and Contracting Officer's Representative are the sole points of contact for all technical and contractual discussions or issues regarding the scope of work and its intent and execution. The Contractor shall take no direction verbal or otherwise from United States Government (USG) personnel other than the Contracting Officer or Contract Officer's Representative.

3.3 This Statement of Work requires the Contractor to provide site assessment and survey services, project management, professional water treatment services, water treatment logistics and material procurement services, preventive maintenance and testing services, cost estimating and scheduling services, and general support services for this water treatment maintenance contract.

3.4 The Contractor’s proposed and USG accepted maintenance contract cost proposal and maintenance schedule, including completion dates shall be incorporated into the task order. Additionally, the task order shall be a firm fixed price task order.

3.5 This statement of work and applicable deliverables and documents as developed by the Contractor and accepted by the USG shall serve as the basis for describing and delineating the scope of the required services and work limits for service contract to be furnished and executed by the Contractor.

3.6 All deliverables, documents, proposals, etc. submitted by the Contractor under this statement of work shall remain the property of the U.S. Government. All U.S. Government documents and data provided to the Contractor shall remain the property of the U.S. Government. The Contractor shall limit duplication and dissemination of all U.S. Government documents and Contractor developed documents under this statement of work to/within the Contractor’s execution team. Duplication or distribution of project documents outside the Contractor’s team is strictly prohibited without the express written approval and authorization of the contracting officer. Upon completion of each service visit all documents, electronic media, photos, etc. shall be submitted to the Government, including all documents and data the Government provided to the Contractor. All service contract documents and media shall be submitted to the Government along with the Contractor’s service report.

3.7 The Contractor shall schedule, coordinate and arrange all work so as to cause the least interference with the normal occurrence of post operations. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects on the occupants or users. All detailed work schedules required by this statement of work shall be electronically documented and updated and made available to the Contracting Officer's Representative (COR) upon request, oral or written. If the COR determines that the Contractor’s schedule conflicts with critical post operations, the Contractor shall modify the schedule as required.

3.8 The Contractor shall ensure that all Consulate/Post facilities, equipment and systems recommended for and maintained or installed by the Contractor are done so with the highest quality and cost-effective materials, finishes, fixtures, equipment and system that provide for sustained operational reliability, dependability and durability. The Contractor shall assure that the equipment/water treatment chemicals furnished and installed are maintainable and equipment/parts can be readily replaced with locally available supplies and services as practical, taking into consideration local economy and resources. The Contractor shall utilize reliability- centered maintenance (RCM) principles and methodologies during and for all project activities and tasks. Uniformity of parts and components shall be taken into consideration to maximize part interchangeability with other existing Post systems. Except as otherwise directed by the contracting officer all parts, materials, components, equipment, systems, etc. furnished by the Contractor shall be new – not used or manufactured by third party entities. Except as otherwise directed by the contracting officer, all replacement or warranty parts shall be new and equal to or better than manufacturer recommended replacements.

3.9 After reviewing the US Government Statement of Work and provided technical data by the Contractor, any discrepancies, errors, conflicts, etc. that are discovered by the Contractor, the Contractor shall forward those items to the CO via written correspondence. Submittal of this written correspondence shall be completed within 3 days upon receipt of the US Government Statement of Work.

3.9.1 The Contractor shall provide 3 customer references of similar scope of work and US Dollar value.

3.9.2 The Contractor will not use any method or substances which may cause damage to the equipment or systems. Any damage or loss through negligence and/or maintenance practices by the Contractor, Sub-contractor, or Contractor's staff shall be the entirely the responsibility of the Contractor. The U.S. Consulate, Cape Town will require the Contractor to repair/replace any damaged systems or pay for the cost of rectification.

3.9.3 The Contractor must, for the duration of the contracted Services, continue to maintain a quality control process which has been agreed to by the U.S. Consulate, Cape Town, COR and the Contractor.

3.9.4 The Contractor shall provide the technician’s resume and training documentations within 20 days of the notice to proceed.

4. PERFORMANCE CRITERIA

4.1 Performance Objective

The objective of this Agreement is to provide, within the Term of this Contract, a professional level of service, which provides:

· US Consulate satisfaction in respect to the maintenance of water treatment systems and prompt reaction to any change in arrangements or operational requirements of the US Consulate;

· compliance with the statutory and regulatory provisions of the laws of the jurisdiction;

· best in class practices within the industry;

· risk reduction for the US Consulate;

· preservation of asset value; and

· reduction in operating costs.

The Service Contractor agrees that its performance under the Contract shall be measured against performance criteria specified in this document or otherwise agreed at the time of commencement.

4.2 Performance Benchmarks

The Service Contractor must for the duration of the contracted Services continue to maintain a quality control process, which has been agreed by the US Consulate and the Service Contractor.

The Service Contractor must allow the US Consulate access to the quality control system as well as the relevant quality systems of its subcontractors so as to enable monitoring and quality auditing of the maintenance service.

The US Consulate may reject any aspect of the Services that fails to comply with the requirements of the Contract, or its quality system, at any time.

4.3 Performance Monitoring and Reporting

The Service Contractor shall monitor its own performance against the criteria and benchmarks identified in this document, and shall provide reports when required by the US Consulate.

5. SPECIFICATIONS

5.1 All equipment, chemicals, and testing procedures and kits shall be approved by the COR prior to use in the service contract.

5.2 The Contractor will be responsible for submitting the manufacture specifications, SDS sheets and equipment cut sheets for all equipment, chemicals (including chemical composition), and testing procedures in both English language.

5.3 HVAC Water Treatment System:

5.3.1 The Contractor shall use a molybdate based corrosion and scale inhibitor designed for closed hot and chilled recirculating water systems. The molybdate shall be in a liquid form with a pH level ranging from 10.8 to 12.5. The density of the molybdate shall be between 1.03 to

1.07 kg/L. The molybdate shall not contain any sodium nitrites. The chemicals shall be compatible with propylene glycol. The chemical composition of the molybdate shall contain at the minimum the following chemicals: Sodium Molybdate, Sodium Hydroxide, Sodium Tetraborate, and Pentahydrate.

5.3.2 The hot water / chilled water filter media shall be rated at 98 percent efficiency for 20 micrometer particulates. The filters shall fit in the Consulate’s current filtration unit.

5.3.3 The hot and chilled water shall be maintained with the parameters specified in Exhibit A HVAC Water Treatment Systems Statement of Work

6. SAFETY HEALTH AND ENVIROMENTAL MANAGEMENT (SHEM)

6.1 The Service Contractor shall take all reasonable and proper safety precautions to prevent death or injury to any person or damage to any property at the US Consulate _Cape Town Compound and in particular all equipment used by the Service Contractor shall be used in such a manner and maintained so as to minimize the danger of accident, death, injury, loss or damage arising from the use of such equipment. In addition to relevant statutory requirements, standards and other provisions of this Contract, the Service Contractor shall have the following requirements:

· Numbers (CLIN) shall include proper disposal of toxic substances where applicable.

· The Service Contractor’s personnel shall be knowledgeable with and adhere to all relevant occupational health and safety legislation and MSDS sheets.

· All electrical equipment and associated materials for the Services Contract comply with UL requirements.

· Follow all NFPA or local guidelines against fire, production of smoke or the venting of any noxious substances, whichever is most stringent

· Ensure that the Service Contractor’s personnel comply with all safety procedures and requirements

· Ensure that the Service Contractor’s personnel are adequately trained and instructed in the safe and correct usage, handling and operation of materials and equipment relevant to the Services and provide reasonable proof of such to the US Consulate Cape Town on request.

· Ensure the Service Contractor’s personnel are certified as having completed occupational health and safety training and have been issued all the necessary Personal Protection Equipment (PPE) required for safe implementation of this contract;

· Training program(s) shall be presented and must satisfy the US Consulate _ Cape Town during the submittal process.

7. MAINTENANCE SPECIFICATION DETAILS

7.1 Precedence of Specifications. If and to the extent that there is an inconsistency between this maintenance specification and any Manufacture’s maintenance specification, the Manufacture’s maintenance specification shall prevail.

7.2 Hours of Work. The Service Contractor shall schedule all preventive maintenance during normal working hour which are defined as_08h00 to 17h00 Monday to Thursday and 08h00 to 12h30 on Fridays, inclusive of periodic maintenance that may be required on Saturdays, with the exception of any regular or special public holidays on which the US Consulate Compound is not open, or as agreed with the US Consulate prior to commencement of the contract.

8. SCOPE OF WORK

8.1 The water treatment Contractor shall provide both the required chemical products and necessary services to apply the chemicals, monitor their performance, and report the results. The water treatment service contract shall 1) preserve the interior waterside of current piping, HVAC equipment 2) reduce operating costs and establish a cost effective water treatment program to control water related problems such as corrosion, scaling, general deposits, and microbiological fouling, and 3) ensure the proper operation of water treatment equipment.

8.2 The water treatment Contractor shall provide a “support service water treatment” contract. The support service water treatment contract shall involve joint responsibilities between the Consulate facility management staff and the water treatment vendor.

8.3 The support service water treatment program shall consist of the Consulate facility management staff conducting routine (daily, weekly) water treatment tests of the HVAC water treatment systems and emailing the results to the water treatment Contractor on a weekly basis. The Contractor will then be responsible for conducting a technical analysis of the weekly water treatment testing results from the Consulate. The Contractor will then respond to the Consulate within 24 hours to direct the Consulate facility management staff to make any changes to the chemical dosages and/or equipment operations as necessary.

8.4 The water treatment Contractor shall visit the Consulate on a _MONTHLY_ basis (12 times a year – every 1 month) at ONE HOUR PER VISIT. The Contractor shall be responsible for all logistics including but not limited to transportation and hotel reservations for their staff.

8.5 The water treatment Contractor shall provide good chemicals and have a storage life expectance of at least 1 year.

8.6 The water treatment Contractor shall establish minimum and maximum control ranges for each treatment chemical and avoid unnecessary high levels of chemicals to mitigate cost and adverse chemical reactions from improper high level chemical dosage.

8.7 The water treatment Contractor shall perform the required services as described in the following SOW attachments, as applicable:

Exhibit A – HVAC Water Treatment System

8.8 The water treatment Contractor shall provide EIGHT hours of familiarization annually in English to acquaint operators in the necessary water treatment tests, the control ranges for each treatment chemical, safe handling of equipment and chemicals, and new water treatment procedures/technologies.

8.9 The water treatment Contractor shall review the facility water treatment logs and the operating logs to verify the chemicals are within design parameters.

8.10 The water treatment Contractor shall discuss the water treatment conditions with the Facility Manager and operating engineers on a monthly basis and follow up with a typed service report sent via email within _THREE_ business days after each visit. The report shall be in English and contain the results of water treatment Contractor’s on-site and laboratory tests, comment on the status of each system, and specific recommendations for action if necessary.

EXHIBIT A

Statement of Work HVAC Water Treatment Systems

I. GENERAL INFORMATION:

The United States Consulate in Cape Town requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s HVAC Water Treatment Systems.

II. PROJECT REQUIREMENTS:

HVAC System Description: Two 90-ton Trane RTWD Screw Chillers, each with a related primary chilled water and condenser water pumps. Heat rejection is effected by means of two force draft Evapco cooling towers. Closed loop system controlled by two VSD secondary chilled water pumps, supplying chilled water to eight AHUs and two CRACK units.

Primary and Secondary Chilled Water Loop – _63,000_ liters or gallons Condenser Water Loop– _18,500_ liters or gallons

DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details

III. GENERAL REQUIREMENTS:

The Contractor SOW shall provide all labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. US Consulate staff may have service manuals for all equipment included in this SOW. If they do not, the Contractor shall assist Consulate Staff in obtaining the manuals.

IV. SCOPE OF WORK - PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO). Safety Data Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

At a minimum, the following work shall be accomplished: HVAC Water Treatment Preventive Maintenance (PM) Us Consulate General Cape Town

UNCLASSIFIED

U.S. Department of State

Monthly:

Water Treatment System, Closed Loop and Open Loop

i. Safety & Special Instructions:

1. Chemicals must comply with the Environmental Protection Agency (EPA) regulations and handled in accordance with occupational safety requirements. Employ personal protection against corrosive or hazardous treatment chemicals as appropriate.

2. Be familiar with the Safety Data Sheets of any chemicals used in the water treatment program.

3. Water treatment specialists must be properly trained and certified.

4. Water treatment must be based on proven standard engineering practices.

5. Follow treatment as directed by manufacturer and in accordance with requirements specified under Section 10.

6. Maintenance includes chemicals, chemical feeding, maintaining proper water conditions, controlling bleed off, protecting idle equipment, and record keeping.

7. Ensure chemicals are properly stored; test equipment clean, and that chemicals have not passed expiration date.

8. Maintain records and test results.

9. All tests shall conform to the manufacturer test procedures and standard values.

ii. Maintenance Description:

1. Inspect system and complete water analysis.

2. Monitor and test corrosion coupons (every 90 days for mold steel and copper coupons)

iii. Maintenance Procedures:

1. Sample water from the closed loop system per manufacturer’s recommendations.

2. Test for the proper levels of chemicals in the closed loop system and adjust chemical feeds as necessary to maintain optimal conditions in the system.

3. Record test results in a logbook.

4. Use the conductivity meter to test for total solids and plot in a logbook. Record and analyze abnormal changes.

5. Check the total conductivity of the system with a conductivity meter. Record results in a logbook.

6. Check pH with the pH test strips and/or pH meter.

7. Clean sample bottles and wipe down all chemical treatment equipment.

8. Change corrosion coupons. Send used coupons to the laboratory for analysis. Contractor to supply written coupon corrosion test report to the Facilities Manager within fourteen (14) calendar days after analysis.

iv. Process Instrumentation Engineer Checks and Adjustments

1. Visual inspection for the controller, sensor, pumps, tubing and other accessories

2. Testing of the chemical parameters

a. pH

b. Total dissolved solids

c. Conductivity

d. Aerobic Plate Count

e. Corrosion Inhibitor Level

f. Biocide dosage of both the Biocides

g. Test supply water for base conditions (iron, manganese, alkalinity, total hardness, silica chloride)

3. Calibration of the sensor with known standard

4. Process calibration of conductivity by a calibrated instrument with a known standard

5. Make sure that the controller is functioning properly.

6. Make sure that the solenoid valves, contact water meter, inhibitor pump and biocide pumps are physically functioning properly as per the settings in the controller.

7. Make sure that the chemical is dosed only as per the specification

8. Submit service report with detailed description of errors and causes(if any) and corrective action taken.

The water treatment Contractor shall determine the dosage levels of chemicals and stay within the specified operating parameters:

2. No health hazards

2. No health hazards

3. Total aerobic count less than 10,000/ml

List of Equipment:

W040

Valves & Switches

Filtration/Water Treatment Equipment

Micro n rating Absolut e or nominal

Filtration Unit

Replaceable

Filter

Media

Sand Filters

Other

pump

Agitator

Chemical Solution Tank Sud-Chemie

System Cleaner pH Adjustment

Corrosion Inhibitor

Softener

Other Chemical image1.png image22.png