Clean And Service Kitchen Extractor and Hood 2026- MSGR - Chancery - Annex (3).pdf

CONTRACTOR SIGNATURE___________________________________________________________

US Embassy Statement of Work – Clean and Service Kitchen Extractor and Hood

193 Taurus, Waterkloof; 877 Pretorius Arcadia

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Embassy of the United States of America

Pretoria, South Africa

STATEMENT of WORK (SOW)

Biannual Maintenance Clean and Service Kitchen Extractor and Hood

193 Taurus, Waterkloof

877 Pretorius St Arcadia, Pretoria, 0007, South Africa

100 Totius St, Groen Kloof

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Statement of Work: Kitchen Extractor & Hood Maintenance

The Department of State for the United States of America offers the following Statement of Work for consideration, bidding, and upon bid acceptance as a list of required activities in the performance of the contract.

Project: Cleaning, Service, and Maintenance of Kitchen Extraction Systems

Client: U.S. Department of State | U.S. Embassy, Pretoria

Point of Contact (POC): Percy Zwane

1. Project Locations The following residences and facilities are included in this scope:

• Property A: 193 Taurus, Waterkloof

• Property B: 877 Pretorius St, Arcadia, Pretoria, 0007

• Property C: 100 Totius St, Groen Kloof

Background: The list of tasks found below is comprehensive and representative of the work expected. However, if additional requirements are identified, it is expected that all parties will negotiate in good faith to ensure the final product meets all reasonable standards.

Schedule and Scope of Work:

• Date property will be available for inspection by prospective bidders: TBC

• Expected duration of Project: 4 Hours

• Quotations to be submitted to procurement 3 working days after receiving the FINAL SOW.

• Any changes to the SOW must be in writing and confirmed by the POC

• Deadline for completion of work will be established by the POC. This will be confirmed in writing in advance and will be based on order approval and property vacancy. Any changes to the deadline will be made orally and confirmed in writing.

Tasks: The required tasks are outlined below. The contractor is encouraged to contact the POC for more information, should it be required.

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Series One: Establish site and Site Safety.

SAFETY ADMINISTRATION (NO AMOUNT CAN BE QUOTED ON THIS SERIES)

The COR will work directly with the Contractor to ensure all safety requirements are met as described in this guidance. The COR will report any deficiencies found before or during the execution of the work project to the POSHO.

If the COR identifies unsafe acts or conditions that could significantly affect the safety and health of Embassy personnel, contractors, subcontractors, third parties, or U.S. government property, the work can be suspended by the COR or the POSHO until such an act or condition is appropriately resolved. If different work conditions appear during the work project; the COR can indicate further safety requirements to the Contractor.

For all questions, please contact the POSHO PretoriaPOSHO@state.gov .

a. The work platform must be fully planked. All vertical plumbs must have base plates for stability.

b. Supported scaffolds with a height-to-base width ratio of more than four to one (4:1) shall be restrained from tipping by guying, tying, bracing, or equivalent means.

11. Hazard Communication (Chemical Substances) Safety

a. If the contracted task requires chemicals, the Contractor must comply with the specifications required by local law and/or U.S.

standards for storage, handling, transportation, and disposal.

b. The Contractor is responsible for verifying the correct handling of each product, such as storage, labeling, required PPE, and waste disposal, in compliance with safety and environmental regulations.

c. The Contractor shall have accessible copies of Safety Data Sheets (SDS) for each chemical brought onto a U.S. government-held property. The SDS of hazardous materials must be shared with the COR for review by the POSHO.

d. Use and store all hazardous or flammable chemicals in approved containers on the project site. Food and beverage containers or unauthorized spray bottles must never be used to store chemicals.

12. Lifting Loads, Use of Cranes, or Elevating Work Platforms Safety

a. The Contractor shall submit certificates of the equipment used for the work to the POSHO via the COR before the start of any task.

This includes forklifts, cranes, elevating platforms, and the like.

b. The Contractor shall submit certificates for all slings, chains, shackles, or other elements used for lifting loads to the POSHO via the

COR.

c. The Contractor shall submit certificates of all personnel performing the task to the POSHO via the COR.

d. The Contractor shall present, in writing, the loading and unloading procedure to the COR before the operation.

e. The Contractor shall establish a plan to ensure the lifting capacity of the crane and/or its arm is relative to its load.

13. Welding Safety

a. Before cutting, welding, or any other open flame operation is permitted, the COR shall inspect the area to reduce the potential of an uncontrolled ignition of materials.

b. The Contractor shall obtain a hot work permit through the COR from the POSHO before any cutting, welding, or open flame activity within occupied existing facilities, within 12.2 meters (40 feet) of any structure, in areas where potential combustion hazards exist such as fuel storage tanks, and all confined spaces regardless of location.

mailto:PretoriaPOSHO@state.gov

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c. Establish work area barriers according to the work to protect pedestrians. These barriers shall comply with OSHA standards and the hot work policy established by the POSHO.

d. A serviced fire extinguisher shall be maintained on-site and in a state of readiness for instant use.

e. Cutting, welding, and any other open flame operation shall be performed only in areas that are or have been made fire safe. When the task cannot be relocated, the area shall be made safe by removing or protecting combustibles from ignition sources.

f. The Contractor shall ensure all welder operators and attendants exposed to the hazard use proper PPE.

14. Confined Spaces Safety

For any work to be performed in confined spaces, the Contractor shall consult with the POSHO to identify and comply with the mandatory requirements established by the U.S. Department of State.

SAFETY ADMINISTRATION

The COR will work directly with the Contractor to ensure all safety requirements are met as described in this guidance. The COR will report any deficiencies found before or during the execution of the work project to the POSHO.

If the COR identifies unsafe acts or conditions that could significantly affect the safety and health of Embassy personnel, contractors, subcontractors, third parties, or U.S. government property, the work can be suspended by the COR or the POSHO until such an act or condition is appropriately resolved. If different work conditions appear during the work project, the COR can indicate further safety requirements to the Contractor.

For all questions, please contact the POSHO PretoriaPOSHO@state.gov .

mailto:PretoriaPOSHO@state.gov

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Series Two: Security Clearance

1. The U.S. Embassy Regional Security Office (RSO) must issue security clearances on all your permanent employees that will be working at our U.S. Embassy properties.

2. This will include providing copies of certified I. D’s, fingerprinting and the completion of application forms.

3. Clearances issued will be valid for one year with the option to renew on a yearly basis.

4. Kindly contact our Assistant Regional Security Officers via emails to get the process started…

5. All service dates are to be indicated on the access control sheets at the residence

Series Three: Management & Supervision

1. The Contractor shall designate a representative who shall be always responsible for on-site supervision of the Contractor’s workforce.

2. This supervisor shall be the point of contact with U. S. Government staff. The supervisor shall have sufficient language skills to be able to communicate with members of the U. S. Government staff.

Series Four: General Requirements

1. Quality Control: The contractor is solely responsible for the quality of services.

2. Pre-Work Inspection: Any existing damage to the property, furniture, or appliances must be reported to the POC before work begins.

3. Asset Protection: Do not unwrap, use, or move Embassy furniture.

4. Warranty: A 12-month guarantee is required on all parts and labor.

Security-specific items which are not included in the tasks above are alarm systems and controls, Embassy-added security lights, electric fence controls, security gates at compounds, security gate controls, and all door locks.

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Series Five: Technical Scope of Work Phase 1: Preparation & Protection

• Containment: All appliances, stovetops, and adjacent cabinetry must be covered with waterproof drop sheets to prevent chemical contamination.

• Site Restoration: Sites must be returned to their original condition. All water drips and waste must be disposed of according to local regulations.

Phase 2: Cleaning & Service (SANS 1850 Standards) The following components must be cleaned and serviced in accordance with South African National Standards 1850:

1. Extraction Canopy: Degreasing and polishing of all surfaces.

2. Filters: Chemical deep cleaning or replacement (where applicable).

3. Ducts: Internal scouring of extraction ducts where accessible.

4. Mechanical: Cleaning of the fan motor, impeller, and housing (including Chancery

Rooftop units).

5. External: Cleaning of the Rain Cowl.

Phase 3: Ansul Fire Detection Service Note: This section applies specifically to 877 Pretorius St and 100 Totius St.

• Certification: Work must be performed by a Certified Ansul Service Technician.

Credentials must be presented prior to service.

• System Service: Full service of the Ansul Dry Powder System located above the kitchen extractor unit.

• Fusible Links: Replacement of old fire detection sensor fusible links.

Phase 4: Deliverables & Reporting The contractor shall provide the following documentation upon completion:

• In-depth Service Report: Including a completed check sheet for each property.

• Compliance Certificates: Valid service certificates for Health Department audits, Fire

Department audits, and insurance purposes.

• Maintenance Advisory: A detailed report identifying any mechanical issues requiring additional funding/repairs.

Phase 5: Compliance Standards Work performed under this estimate must adhere to:

1. SANS 1850: The design, manufacture, and maintenance of commercial kitchen extraction.

2. SANS 1475: The application and maintenance of fire-fighting equipment.

3. NFPA17A: Standard for Wet Chemical Extinguishing Systems

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4. NFPA 72: National Fire Alarm Code. Requires that the kitchen suppression system is monitored by or linked to the building’s fire alarm

5. NFPA17A: Standard for Wet Chemical Extinguishing Systems

6. NFPA 72: National Fire Alarm Code. Requires that the kitchen suppression system is monitored by or linked to the building’s fire alarm

Phase 6: Schedule & Bidding

• Inspection Date: To Be Confirmed (TBC) by POC.

• Project Duration: Estimated 4 hours per site.

• Bid Deadline: Quotations are due to procurement within 3 working days of receiving the

FINAL SOW.

• Completion Deadline: To be established by the CO based on order approval.

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Series Six: Service Check sheet

Kitchen Extraction System Service Check Sheet Property Address: __________________________________________________________

Date of Service: ____________________ |

Technician Name: ____________________

1. Pre-Service Inspection & Protection Item Status

(Pass/Fail) Comments / Pre-existing Damage

Waterproof drop sheets applied to stove/counters

Visual inspection for pre-existing scratches/dents

Operational test of fan prior to cleaning

2. Ansul Fire System (If Applicable)

Item Verification Task Pass/Fail Technician

Initials Fusible Links

New links installed and dated for 2026/2027.

Cylinder Pressure gauge in the "Green" zone; nozzle caps on.

Certification Ansul Service Label affixed to the system.

Site Housekeeping & Compliance Item Requirement Status Asset Protection Waterproof drop sheets removed; no chemical spills.

Furniture All Embassy furniture is in its original position/state.

Waste Removal All grease, rags, and chemicals removed from site.

Logbook Service date and time entered in Access Control Sheet.

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Series Seven: Photos

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Series Eight: Quotation Page

CONTRACTOR/COMPANY: ________________________________________

Work will be completed according to the attached FINAL SOW.

Contractor to confirm area measurements/ square meters before quoting. NO COST ADJUSTMENTS

WILL BE APPROVED DUE TO INCORRECT MEASUREMENTS.

Note the costing columns, COST separated between LABOUR AND MATERIAL.

Series Eight: Cleaning, Service, and Maintenance of Kitchen Extraction Systems

Page Cost Labor

Cost Material

Cleaning Service (SANS 1850 Standards)

6 R R

Ansul Fire Detection Service

6 R R

Labor

Material & Equipment

Series Seven Picture /site plan appendixes.

7 R R

Cleaning

R R Sub Total R R

VAT (if applicable) R R

TOTAL AMOUNT

QUOTED

R

Contractor concerns and notes:

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Series Nine: SOW NOTES

End of SOW