NLE City power inhibit scheme for CHP operation SOW.pdf

SCOPE OF WORK

NLE CITY POWER INHIBIT SCHEME FOR CHP

OPERATION

THE UNITED STATES EMBASSY LONDON

US EMBASSY, LONDON – FACILITY MANAGEMENT

MARCH 2025

By NM

SOW- City power inhibit scheme for CHP operation Page 2 of 11

CONTENTS:

1 Site address

2 Background introduction

2.1 Purpose of this document

2.2 Scope description

3 General requirements

3.1 Security requirements

3.2 Commencement of the contract

3.3 Contractor’s personnel certifications

3.4 Access and parking

3.5 Working hours

3.6 Health and safety, welfare and environmental procedures

3.7 Standards of conduct in the premises

3.8 Key control

3.9 Storage of materials and contractor’s tools and equipment

3.10 Repairs, modifications and parts outside the scheduled SOW

3.11 Schedule documentation required

3.12 Trip report

4 Specific requirements

4.1 SOW Desription

4.2 Required additional information of the organization

5 Definitions and acronyms used

ATTACHMENTS:

1 SITE ADDRESS

US Embassy, London 33 Nine Elms Lane London SW11 7US

SOW- City power inhibit scheme for CHP operation Page 3 of 11

2 BACKGROUND INTRODUCTION

2.1 PURPOSE OF THIS DOCUMENT

2.1.1 The Facilities Management Office (FAC) U.S. Embassy, London requires a contractor to procure services to modify an existing inhibit scheme which is provided for by United Kingdom Power Network (UKPN).

2.2 SCOPE DESCRIPTION

2.2.1 The contractor will engage UKPN to modify an existing inhibit at UKPN site Montford Place primary substation, such that it will continue to send the (inhibit) trip signal to the US Embassy’s generators when the auto switching operates and will additionally send the same trip signal when both feeder Circuit Breaker’s 45 and or 46 are open.

SOW- City power inhibit scheme for CHP operation Page 4 of 11

3 GENERAL REQUIREMENTS

3.1 SECURITY REQUIREMENTS

3.1.1 The US Department of State operates strict security procedures for entry into its properties. All the personnel likely to be involved on site at any time during the maintenance period shall complete the security questionnaire on the attachment. This form shall be completed and submitted to the Embassy immediately after award along with a photocopy of the employee’s current passport.

3.1.2 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.

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

3.1.4 When escorted, a maximum number of 4 contractor employees are allowed per escort. If the contractor estimates that more than 4 employees are required or if the work needs to done simultaneously in separate areas of the building, this needs to be notified to the Embassy at least 7 days in advance, so adequate escort resources can be mobilized.

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

3.1.6 The contractor’s employees must work only within areas relevant to the equipment they are responsible to maintain. No contractor’s personnel shall wander outside these areas without prior approval.

3.2 COMMENCEMENT OF THE CONTRACT

3.2.1 No work shall start, or equipment and materials be ordered until the contractor has received a purchase order for the works stating the start date and the end date of the contract.

3.2.2 Immediately after the purchase order has been issued, the contractor shall start the mobilization period arrangements without further delay. This shall

SOW- City power inhibit scheme for CHP operation Page 5 of 11 include but not be limited to the submittal of the personnel security forms, the site-specific health and safety documentation, an up-to-date schedule and any other arrangements to ensure the performance period starts on the date requested within this document.

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

Embassy. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall have access to the relevant plant rooms, either with or without security escorts, only with specific permission by either the Facility Manager or the

COR.

3.3 CONTRACTOR’S PERSONNEL CERTIFICATIONS.

3.3.1 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.

3.3.2 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.

3.3.3 The certification shall be specific to the maintenance and repair of the relevant equipment. This shall include a list of technicians who will visit Post to service the equipment.

3.4 ACCESS AND PARKING

3.4.1 The contractor is responsible to provide the COR with operatives’ names, vehicle registration plate number, make and colour, and any other details relevant to the maintenance visit (i.e. deliveries expected) with at least 24 hours in advance.

3.4.2 The contractor is advised that a maximum of one parking space is available.

However, the Embassy may not be able to provide parking on certain occasions.

SOW- City power inhibit scheme for CHP operation Page 6 of 11

3.5 WORKING HOURS

3.5.1 Unless prior arrangement the works shall be undertaken on weekdays (Monday to Friday) and during working hours (8am to 5pm)

3.5.2 For emergencies and call outs outside working hours see the specifics requirements section within this scope of work.

3.5.3 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 web site for the US Embassy public holidays, https://uk.usembassy.gov/holidays/

3.6 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

3.6.1 The maintenance contractor shall provide the COR with all site specific Risk Assessments and Method Statements prior to commencement of works.

3.6.2 After surveying the facilities 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. This information will have to be included on the contractor’s cost proposal.

3.6.3 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.

3.6.4 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.

3.6.5 Restrooms and welfare facilities are available for the use of the contractor at the US Embassy.

3.6.6 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 Embassy after each visit.

https://uk.usembassy.gov/holidays/

SOW- City power inhibit scheme for CHP operation Page 7 of 11

3.6.7 All work shall comply with the local Health and Safety regulations in the UK.

The link to the website is www.hse.gov.uk

3.7 STANDARDS OF CONDUCT IN THE PREMISES

3.7.1 The contractor employees shall maintain satisfactory standards of competency, conduct and cleanliness when working within the US Embassy boundaries. These standards are especially strict when working within office environments or when working in or accessing adjacent areas.

3.7.2 The Government reserves the right to ask the contractor employee to leave the premises when the above is not complied with or the employee is deemed disruptive. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

3.7.3 The Contractor's employees shall wear clean, tidy and complete uniforms with clear means of identification when on duty.

3.7.4 The contractor employees must not smoke outside the designated areas, play music in any part of the premises or use abusive or loud language at any time within the US Embassy boundaries.

3.8 KEY CONTROL

3.8.1 The Contractor shall not depart Embassy ground whilst in possession of any keys. All keys shall be controlled and given back to the COR prior to leaving the premises. However, if the contractor or their employees depart the building without giving keys back to COR, the contractor may be responsible for the costs of as a minimum: gaining entry through locked doors or gates, repairs, replacing locks and providing additional keys.

3.9 STORAGE OF MATERIALS AND CONTRACTOR’S TOOLS AND EQUIPMENT

3.9.1 If the service visit is planned to take more than one day, the contractor personnel shall store relevant materials, tools and equipment in a lockable site box to be provided by the contractor which shall be removed at the end of the service.

SOW- City power inhibit scheme for CHP operation Page 8 of 11

3.9.2 No contractor’s property and materials shall be left in the Embassy premises after the maintenance visit, unless prior writing agreement with the COR.

3.10 REPAIRS, MODIFICATIONS AND PARTS OUTSIDE THE SCHEDULED SOW

3.10.1 This section refers to repairs, modifications and parts required outside the listed works.

3.10.2 The contractor shall supply the Embassy with a formal quotation for approval before this work can be carried out.

3.10.3 Only those works specified in writing in the official scope of works issued with the Purchase Order/Delivery Order/Contract 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 or Contract. 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.

3.10.4 If during the course of 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 should 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.

3.11 SCHEDULE DOCUMENTATION REQUIRED

3.11.1 A schedule that defines the exact dates the service will occur, and the duration of time required. Also, a list of tools, equipment and materials being brought on site is required.

SOW- City power inhibit scheme for CHP operation Page 9 of 11

3.11.2 This shall be presented in the form of a Gannt chart (both MS Project and Excel are acceptable) and shall have the days horizontally and the check list required from the manufacturer vertically.

3.11.3 There are rare occurrences when the facility is not able to accept the contractor on the proposed date. During these periods, the Contractor is required to arrange a new, agreed upon date to complete the maintenance.

3.12 TRIP REPORT

3.12.1 Once the inhibit scheme modifications are completed by UKPN, the contractor shall forward a letter/email with UKPN letter heading that confirms the delivery of the above requirements and any associated test results to the United States Government (USG) Contracting Officers Representative (COR).

4 SPECIFIC REQUIREMENTS

4.1 SOW DESCRIPTION

4.1.1 The contractor will engage UKPN to modify an existing inhibit at UKPN site Montford Place primary substation, such that it will continue to send the (inhibit) trip signal to the US Embassy’s generators when the auto switching operates and will additionally send the same trip signal when both feeder Circuit Breaker’s 45 and or 46 are open.

4.1.2 The contractor ensures that UKPN provide all the required hardware, software, and technical labor to change the current US Embassy London’s UKPN inhibit scheme.

4.1.3 The contractor shall cover all the costs associated with delivering the required inhibit scheme, including all UKPN fees and charges to complete the work.

This includes, but is not limited to, all paperwork, site visits, and any other associated fees from UKPN in completing this work.

4.1.4 Once the inhibit scheme modifications are completed by UKPN, the contractor shall forward a letter/email with UKPN letter heading that confirms the delivery of the above requirements and any associated test results to the United States Government (USG) Contracting Officers Representative (COR).

SOW- City power inhibit scheme for CHP operation Page 10 of 11

4.1.5 Upon completion of the work, the USG shall witness the testing of the system to ensure functionality.

4.1.6 Upon award of the Purchase Order (PO), the contractor shall engage UKPN within fifteen (15) business days to initiate the work. The contractor shall ensure that the works are completed within forty-five (45) business days. Any changes to this schedule shall be coordinated with the COR.

4.1.7 Payment for the PO will not be completed until the following two (2) conditions have been met.

4.1.8.1 UKPN has performed the work, and the USG/COR has accepted the work.

4.1.8.2 The contractor must prove that UKPN has acknowledged that they have received payment from the contractor for the works described above.

4.2 REQUIRED ADDITIONAL INFORMATION OF THE ORGANIZATION

• Name of a Project Manager who understands written and spoken English.

• Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the United Kingdom.

• Public Liability Insurance and any other insurance required by the solicitation;

therefore, a copy of the Certificate(s) of Insurance shall be included, or a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

• The offeror shall address its plan to obtain all licenses and permits required by local law to perform the works

• Adequate financial resources or the ability to obtain them;

• Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

• Satisfactory record of integrity and business ethics;

• Necessary organization, experience, and skills or the ability to obtain them;

• Necessary equipment and facilities or the ability to obtain them; and

• Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

• List of clients over the three years, demonstrating prior experience with relevant past performance information and references

5 DEFINITIONS AND ACRONYMS USED

SOW- City power inhibit scheme for CHP operation Page 11 of 11

Contractor. Name used to refer to the organization with whom the US Government wish to enter into a contract. Other equivalent names for this are “maintenance organization”, “service provider” and “vendor”.

US DOS. Department of State of the United States of America.

CAA. Controlled Access Area.

OBO. Bureau of Overseas Buildings Operations. This is the department that directs the worldwide overseas building program for the Department of State.

CO. Contracting officer. A person in the US DOS with the authority to enter into, administer and/or terminate contracts and make related determinations and findings.

COR. Contracting officer representative. A person in the US DOS who is responsible for the technical direction and evaluation of the contractor performance.

CDM. Construction Design and Management regulations. UK Construction (Design and

Management) regulations intended to improve the overall management and coordination of health and safety and welfare throughout all stages of a construction project.

4.2 required additional information of the organization

5 Definitions and acronyms used