Pre-solictation Description and Attachment 1 SOW.pdf

PRE-SOLICITATION DESCRIPTION AND ATTACHMENT 1

USAID/South Sudan Juba Compound, Residential Compound, Replacement of “Heating, Ventilation and Air Conditioning (HVAC) Units

Pre-Solicitation Description

The United States Agency for International Development Mission to South Sudan (USAID/South

Sudan) intend to issue a solicitation -USAID/South Sudan Juba Compound, Residential Compound, “Heating, Ventilation and Air Conditioning (HVAC) Units. The overall goal for project is to replace the current Air Conditioning (AC) units in 40 buildings in the RC and 10 buildings in the EC with newly purchased, Government provided units. The complete construction and project acceptance must occur within 270 calendar days after notice to proceed, with Juba, South Sudan as the Place of

Performance. Included herein is the draft Statement of Work as described in Attachment 1. As a pre-solicitation notice IAW FAR Part 5.204, USAID is not seeking responses or feedback for this pre-solicitation notice and will not answer any questions.

Prospective Offerors are advised that this procurement is subject to internal USAID approvals and the availability of funds. Interested parties are advised that this is not a solicitation, and it in no way obligates USAID to issue a solicitation nor a commitment by USAID to pay for any costs associated with any subsequent Solicitation. This is a new requirement. The North American Industry

Classification System (NAICS) code contemplated for this action is 238210. This notice satisfies the synopsis requirement in FAR 5.2. If a solicitation is issued, all necessary information will be supplied at the time it is posted at sam.gov. Questions/requests for information will not be responded to until the solicitation is issued. Interested parties are advised to periodically monitor the aforementioned website and solicitation number for updates concerning this procurement

Draft Scope of Work - AC System Upgradation Project

ATTACHMENT 1: DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 TITLE OF ACTIVITY and LOCATION

The Contractor must provide the services described in section C.4. below. The project is in the United States Embassy Compound (EC) and the Residence Compound (RC) in Juba, South Sudan.

The Residential Compound (RC) is located on RC Road, north of Airport Road, and it is about 300 meters east of EC (see Figure 1).

C.2 OBJECTIVE

The goal of USAID/South Sudan is to replace the current Air Conditioning (AC) units in 40 buildings in the RC and 10 buildings in the EC with newly purchased, Government provided units.

C.3 Background

The US EC and RC compounds were established in 2011. The current AC units are outdated, outlived their useful life, and do not meet the US Green Building Council's Leadership in Energy and Environmental Design (LEED) standards. Since the US Government is committed to use LEED as a guideline to meet the standards for healthy, efficiency, carbon and cost-saving green buildings, the USG purchased new AC units that meet or exceed the current LEED requirements to replace the existing ones.

C.4 SCOPE OF WORK

The Contractor must provide all program management services required for the planning, design, construction management, detailed supervision, furnishing and installing all required materials needed to install the Government provided AC units. The contractor is responsible for all costs of technical and support staff (salary, transportation, benefits, etc.) associated with this project including site visits, coordination, and project implementation including procurement of materials needed to install the new HVAC units.

The contractor is responsible for all costs associated with the transportation and storage of all materials from the site of manufacture to the site of installation. Storage areas within the RC and

EC compounds are limited. The Contractor must plan for offsite warehousing for material and supplies as needed.

The contractor’s responsibilities include, but are not limited to the functions indicated below:

● Perform a full assessment of the existing HVAC units conditions including locations, electric supply, and the supporting infrastructure and compare findings to the provided report.

Present findings to the COR before proceeding.

● Inspect all materials provided by the US Government including the HVAC units and supplies needed for the installation and compare them to the attached report.

● Verify that the design of the HVAC installation included in the attached report is sound and the best solution.

● An electric upgradation project is currently running and may include some of the implementation of the required actions or solutions. The overlapping solution or required action in the succeeding contract will be removed. The Contractor must ensure that its activities do not conflict with other contractor’s activities through the COR and the

Construction Oversight contractor.

● Perform the modifications needed to the downstream electric distribution system to make three phase power supply available to the new outdoor units as detailed in Table 2 and table3 below as well as the ELECTRIC WORK Bill Of Quantities (BOQ)

● Remove all existing structures that are supporting the existing outdoor AC units such as brackets, masonry or concrete footings, as detailed in the CIVIL BOQ.

● Replace existing outdoor units which are currently powered by a single-phase power supply with the new outdoor units that are powered by three-phase power.

● Replace existing indoor units which are currently powered by a single-phase power supply with the new indoor units that are also single-phase powered.

● Return all removed materials to the US Government including but not limited to the AC units (Interior and exterior) to a location designated by the COR.

● Use only new copper tubing connecting the new units.

● Ensure that all environmental compliance procedures including planning, monitoring, and reporting (including any mitigation measures that might be included in individual construction contracts) are followed.

● Table 2 and Table 3 below show summaries of required actions to be taken for each building to make the existing electrical distribution system suitable for the new AC units.

Table 2 Summary of Required Electrical Changes in the RC

S/No. House /Townhouse Unit

Required Actions

1 Houses 1 to 4 Each building will require a new 150A 3-phase outdoor sub-distribution panel with 13 outgoing feeders as well as connecting cables to modify the distribution supply for presence of adequate 3-phase for outdoor units.

2 Townhouses 6 to 17

A new 400A 3-phase outdoor sub-distribution panel with 30 outgoing feeders to replace CH2DP and the introduction of 1 number of 30A 3P MCCB in each sub-distribution panel of townhouse 6 to 17 with connecting cables.

S/No. House /Townhouse Unit

Required Actions

3 Townhouses 18 and 21

Add 4 numbers of 30A 3P MCCB in DP21; 2 numbers each for townhouses 18 and 21 with connecting cables.

4 Townhouses 19, 23, 24, 27, 28, 30, 31, 33, 34B, 35, 36, 39 and 40

1 number of new 100A outdoor sub-distribution panel with 12 outgoing feeders to be added for each townhouse with connecting cables.

5 Townhouses 20 and 22

Add 4 numbers of 30A 3P MCCB in 100A sub-distribution panel 20A with connecting cables.

6 Townhouse 25 Add 2 numbers of 30A 3P MCCB in 100A sub-distribution panel 25A with connecting cables.

7 Townhouse 26 Add 2 numbers of 30A 3P MCCB in 100A sub-distribution panel 26 with connecting cables.

8 Townhouse 29 Add 2 numbers of 30A 3P MCCB in 100A sub-distribution panel 29 with connecting cables.

9 Townhouse 32 Add 2 numbers of 30A 3P MCCB in 100A sub-distribution panel 32 with connecting cables.

11 Townhouses 37 and 38

Add 4 numbers of 30A 3P MCB in 250A sub-distribution panel 38;

2 numbers each for townhouses 37 and 38 with connecting cables.

13 Townhouse 41 (Electrical distribution system is sufficient). Add connecting cables.

Table 3 Summary of Required Electrical Changes in the EC

S/No

Building Required Actions

1 Chancery Building (Ground Floor)

Add 1 number of 100A 3P MCCB in 600A sub-distribution panel to feed 1 number of new 100A outdoor sub-distribution panel with 25 outgoing feeders that will also be added.

Add connecting cables.

2 Chancery Building (First Floor)

Add 1 number of 100A 3P MCCB in 600A sub-distribution panel to feed 1 number of new 100A outdoor sub-distribution panel with 25 outgoing feeders that will also be added.

S/No

Building Required Actions

Add connecting cables.

3 New Safe Haven Add 3 numbers of 30A 3P MCCB in 125A sub-distribution panel SHU12 with connecting cables.

4 Old Safe Haven (Electrical distribution system is sufficient). Add connecting cables.

5 State Department Add 8 numbers of 30A 3P MCCB in 175A sub-distribution panel P4 with connecting cables.

6 E-CAC Add 3 numbers of 30A 3P MCB in 150A sub-distribution panel Post 2 with connecting cables.

7 Cafeteria Add 2 numbers of 30A 3P MCCB in 125A sub-distribution panel KP1 and 2 numbers of 30A 3P MCCB in 125A sub-distribution panel KP2 with connecting cables.

8 Server Room Add 1 number of new 100A outdoor sub-distribution panels with 12 outgoing feeders as well as connecting cables.

9 W-CAC Add 2 numbers of 30A 3P MCCB in 100A sub-distribution panel WCU11 with connecting cables.

10 LGF Toilets Add 1 number of new 100A outdoor sub-distribution panels with 12 outgoing feeders as well as connecting cables.

The required actions will be translated into a BOQ with corresponding specifications for contractor bidding and job execution to make the electrical distribution system suitable for the installation of the new AC units purchased.

FIELD TESTING AND COMMISSIONING

● After each set of equipment has been completely installed(exterior and interior HVAC units), an initial start-up test of each system must be conducted as directed by the COR and/or the Construction Oversight contractor.

● Correct any deficiencies noted by the COR by repairing or replacing the defective component and retesting the component and/or system until it meets the approval of the

COR, at no additional cost to the Government.

1.02 SUBMITTALS

The Contractor is directed to Specifications Section 01 25 00, Submittal Procedures. The

Contractor must conform in every respect with the procedures specified therein and ensure that all submittals are scheduled, tracked, and approved prior to the execution of the work.

1.03 REFERENCE STANDARDS (All current editions unless otherwise stated)

. American National Standards Institute

. International Building Code (IBC), 2021 Editions

. International Electro-technical Commission (IEC)

. International Energy Conservation Code (IECC)

. Instrumentation Society of America (ISA)

. The International Energy Conservation Code

. American Society for Testing and Materials (ASTM)

ASHRAE 90.1-2007 “Energy Standard for Buildings Except Low-Rise Residential

Buildings”

. Electronic Industries Association.

. Environmental Protection Agency (EPA) Purple Book 560/5-85-024.

. EPACT Energy Policy Act of 2005

. Illuminating Engineering Society of North America Handbook (IESNA)

. Instrumentation Society of America (ISA)

. Insulated Power Cable Engineers Association (IPCEA)

. Institute of Electrical and Electronic Engineers (IEEE)

. National Fire Protection Association

1. NFPA 70 – National Electrical Code

2. NFPA 70E – Electrical Safety Requirements for Employee Workplaces

3. NFPA 72 - National Fire Alarm Code

4. NFPA 90A – Installation of Air Conditioning and Ventilation Systems

5. NFPA 101 Life Safety Code

6. NFPA 170 – Fire Safety Symbols

7. NFPA 780 Lightning Protection Code, 2008 Edition

Q. National Electrical Manufacturers Association (NEMA)

Q. National Electric Safety Code ANSI C2

C.5 CONTRACT REQUIREMENTS

a) Safety Standards and Safety Program – The Contractor must develop, formulate, execute and enforce a comprehensive and effective Safety Program to protect life, property and the environment with respect to all work performed under this contract, whether performed by the Prime Contractor or by subcontractors. The Safety Program must be consistent with FAR

Clause 52.236-13, Accident Prevention, Alt 1, and internationally accepted safety programs for similar activities. This shall include the development and enforcement of an Accident

Prevention Plan and/or a Site Specific Health and Safety Plan in line with generally accepted

U.S. norms and task order requirements. The Contractor must monitor and enforce the construction team’s (to include all subcontractors) compliance with the Safety Program.

b) Quality Control Program (QCP)-The Contractor’s Quality Control Program (QCP) is a mandatory and integral component of the construction activities, and must be developed prior to commencing any construction / rehabilitation activities. The Contractor must develop a Quality Control Program for the work involved and obtain USAID approval before proceeding with any construction activities. The Contractor is responsible for quality control and for the development and maintenance of an effective QCP that is in compliance with all

Task Order quality requirements. The quality control program shall consist of the plans and procedures necessary to produce an end product which complies with the Task Order requirements. The QCP must cover all construction and design review operations, both onsite and offsite, and shall be key to the proposed construction or design-review operations sequence. The Task Order Manager and/or Project Superintendent will be held responsible for the quality of work performed under the respective Task Order.

c) Pre-Construction Conferences -The Contractor must conduct pre-construction conferences for each awarded Task Order to acquaint key personnel, subcontractors (if any), local authorities and inspectors and other involved parties with the procedures, lines of authority and the interrelationship with the monitoring activities of the Contractor, the A-E firm, USAID and other partners involved in the construction project.

d) Management and Supervisory Responsibilities – Contractors will be responsible for the provision, oversight, and quality control of all related HVAC installation. Work will vary from site to site and will require extensive local and sector-intensive experience to fulfill applicable construction task order requirements.

e) Security - The Contractor must be responsible, at no additional cost to USAID, for developing and implementing its own security plan to safeguard all project operations. The plan must be adopted and followed by all subcontractors as well. The Contractor will address for each

Task Order the security arrangements it has in place for the respective project site(s), equipment, and/or commodities.

f) Project Coordination - The Contractor must coordinate, as required by either the contract or circumstances, with USAID, the A-E firm and other contractors. The Contractor must be responsible for the coordination of all work performed under the Contract including scheduling of all work, delivery and warehousing of equipment and materials, establishing the work sequence, and completion of the work in accordance with the construction schedule and the specified time of completion. The Contractor must be responsible for the division and coordination of all work performed by subcontractors. Contracts between the

Contractor and its subcontractors shall completely describe the work to be performed by each subcontractor, and the division of work between trades or crafts will be solely a matter for agreement between the Contractor and its employees or subcontractors. A copy of subcontract documentation, less prices, shall be provided to the A-E firm on the award of the sub-contract.

g) Subcontractors and subconsultants of the Contractor must address all issues to the

Contractor and not USAID or the A-E firm. Under certain special circumstances the A-E firm may chair meetings to address situations related to these parties. The Contractor must designate a representative(s) who shall meet with the USAID Contracting Officer’s

Representative (COR) and the A-E firm and/or their designated representative(s) as specified in the respective Task Order or as required by the COR or the A-E firm in post award communications. During field visits, the Contractor will provide office space and other facilities to USAID representatives and the A-E firm as required and specified in the respective Task Order. In cases where related infrastructure reconstruction projects are being implemented concurrently in the same site location, the respective Contractor must closely coordinate its construction schedule(s) and monitor activity progress to assure proper coordination between the related projects and avoid delays or cost overruns related, for example, to having to excavate roadwork newly installed under one project for the installation of pipe under another project .

C.2: PRODUCTS

2.01 WARRANTIES ON LABOR, MATERIALS, AND EQUIPMENT

. All materials and equipment must be supplied with a full warranty as provided by the manufacturer. All warranties must be transferred to the Government from the Contractor before acceptance of the project.

. All workmanship and installations must include a one-year warranty from the Contractor.

2.02 DELIVERIES OF MATERIALS

Materials delivered to the site shall be marked as follows:

US EMBASSY JUBA, SOUTH SUDAN

℅ Contractor POC

Attn: EXO/GSO Shipping Unit

Cellphone: +211 912 117 887

+211 912 117 847

JUBA, SOUTH SUDAN (DIPLOMATIC CARGO)

(Jubausaidshipping@usaid.gov )

C.6 EXECUTION

3.01 INSTALLATION

The Contractor is responsible for delivering all labor, materials, and equipment required for fully functional HVAC systems as shown in the plans and described in the specifications. The Contractor mailto:(Jubausaidshipping@usaid.gov must install all facilities in strict compliance with the execution instructions in each technical specification.

3.02 FIELD TESTING AND COMMISSIONING

. After all the equipment and structures have been completely installed, an initial start-up test of each system must be conducted as directed by the COR and the Construction Oversight contractor.

. The COR will require any deficiencies noted to be corrected, by repairing or replacing the defective component and retesting the component and/or system until it meets the approval of the

COR, at no additional cost to the Government.

. The Contractor will provide Commissioning Services as further described in the general and technical specifications contained in the contract documents.

C.4: OTHER CONSTRUCTION CONSIDERATIONS

4.02 SITE USE

. The RC provides living quarters to the USG employees of the Embassy. The Contractor must respect the daily use of the compound by its residences and service providers. The Contractor must plan and schedule all activities to minimally impact the quality of life within the compound while carrying on safe construction activities.

. The Contractor must ensure that all construction activities are carried out while maintaining the continued full operation of the Embassy Compounds.

. The Contractor must take note that other contractors are likely to be actively carrying out construction, and maintenance activities within the compound. The Contractor must plan and execute the required work in a manner to not conflict with the activities of other contractors. The

Government shall provide additional information regarding ongoing construction during the bidders’ pre-bid site visit.

. The Contractor’s working hours are subject to the US Embassy operational hours of 8 AM to 5 PM. Contractors are generally able to access the compound facilities by 7:30 AM and depart the facilities no later than 5:45 PM. Saturday work is not permitted.

. The Contractor is advised that underground drawings for utilities and other services are generally not available. The Contractor’s subsurface exploration and utility installation activities must be performed in a manner to minimally impact compound utilities. Utility lines must be relocated when the Contractor encounters interference with construction activities under this contract at no charge to the government.

. The Contractor must take note that photos within the Compounds are neither available, nor can be taken unless coordinated with RSO through COR.

. Attachment 5 is a schedule of Embassy holidays for scheduling purposes. Construction activities must only be performed during regular Embassy operation hours.

4.03 DIVISION ONE SPECIFICATIONS

. Contractor must execute the construction, commissioning, and closeout of the project in accordance with the requirements of the contract, including the procedures identified in the

Division 01 specifications.

B. Contractor’s Temporary Facilities must be off the U.S. Embassy Compound and designated in the Site Utilization Plan and in compliance with Div. 1, Section 015005, Temporary Facilities and Control.

4.04 AS BUILT CONSTRUCTION DOCUMENTS

. As-built drawings, models, and documentation must be delivered to the USG as part of the permanent project record. USG shall be the exclusive owner of this documentation

. Contractor must provide O&M manuals related to project installed equipment electronically. This must include warranty registration, and information, and/or documentation required for the USG to exercise such warranty rights. The following contract specifications shall be referenced (see Attachment 2): Section 017705 Closeout Procedures.

4.05 SECURITY DURING CONSTRUCTION

. Per Division 01 specifications, the Contractor will be required to limit access to the construction site through a security screening facility known as Compound Access Control (CAC) facility. The Contractor is required to abide by the Access Control Policy in seeking access to construction sites.

. During construction a particular access known as South-CACs will be used for transportation to/from the site, and such such be designated on the Site Utilization Plan and submitted in accordance with Division 1 Specifications.

4.06 DIPLOMATIC SECURITY (DS) SECURITY COMPLIANCE REVIEW DURING

CONSTRUCTION

. The Bureau of Diplomatic Security (DS) will perform periodic security inspections of the project, known as Security Compliance Reviews (SCRs). The DS compliance teams document these inspections, address physical and technical security deficiencies or discrepancies relating to the project and provide corrective recommendations to the COR.

. The goals of the interim SCRs are to understand the security posture of a project and to identify potential problem areas which allows the Contractor to take corrective action earlier in the construction cycle of the project. The purpose of interim SCRs is to ensure construction meets the security requirements specified in the construction drawings and project specifications manuals.

. A final SCR will be performed and will be documented in a report at project completion.

[END OF SECTION C]