SOW - 19UK5626Q0010.pdf

BME SCOPE OF WORK

PREVENTATIVE MAINTENANCE

OF

STAIRCASE PRESSURIZATION SYSTEMS (COLT)

AT

THE UNITED STATES EMBASSY IN LONDON

33 Nine Elms Lane, London SW8 5DP

US EMBASSY, LONDON – FACILITY MANAGEMENT

6TH JANUARY 2026

Rev01

SCOPE OF WORK

PREVENTIVE MAINTENANCE OF STAIRCASE PRESSURIZATION SYSTEM

CONTENTS:

1 Background introduction

1.1 Purpose of this document

1.2 Scope description

2 General requirements

2.1 Security requirements

2.2 Commencement of the Maintenance contract

2.3 Contractor’s personnel certifications

2.4 Access and parking

2.5 Working hours

2.6 Health and safety, welfare and environmental procedures

2.7 Standards of conduct in the premises

2.8 Key control

2.9 Storage of materials and contractor’s tools and equipment

2.10 Repairs, modifications and parts outside the scheduled maintenance

2.11 Schedule documentation required

2.12 Check lists

2.13 Trip report

3 Specific requirements

3.1 Schedule of Equipment

3.2 Preventive maintenance scope

3.3 Certifications and insurance cover of the maintenance organization

4 Terms Requiremnts

5. Definitions and acronyms used……………………………………………………………………………………17

ATTACHMENTS:

Attachment 1: O&M Staircase Pressurization systems (COLT) and Drawing

Attachment 2. Method Statement

Attachment 3 -Master Template for Stair 3 Pressurization Records

Attachment 4: A Quick Guide to maintenance Requirements.

Attachment 5: White paper Maintaining smoke control system and the RRO.

1 BACKGROUND INTRODUCTION

1.1 PURPOSE OF THIS DOCUMENT

1.1.1 This document is issued by the US Embassy in London with the purpose to enter into an agreement to provide preventative maintenance to the Staircase

Pressurization systems (COLT) as described herein.

1.1.2 The system will ensure and provide a safe environment, continually protecting emergency egress and escape routes within the building.

1.2 SCOPE DESCRIPTION

1.2.1 The U.S. Embassy requires the Contractor to maintain the Staircase Pressurization systems (COLT) in accordance with the attachments, in safe, reliable, and efficient operating condition. The Contractor shall provide all necessary managerial, administrative, and direct labor personnel, and as well as all necessary transportation, equipment, tools, repair parts, supplies and materials required to perform inspection, maintenance, repair, and component replacement as required to maintain the relevant equipment or system in accordance with the manufacturer's specifications and the frequencies specified within this document.

1.2.2 The Contractor shall advise the Contracting Officer’s Representative (COR) of all changes in fire regulations and legislation (both US and Local), that may affect the

Life Fire Safety, and advise of updates and improvements to the pressurized system.

2 PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year

2 of the contract and continuing for a period of 12 months.

CLIN Description No. of service Unit price / service

VAT 20%

Total per year

1 Quarterly

Service Visits

Total Base Year

CLIN Description No. of service Unit price / service

VAT 20%

Total per year

Quarterly

Service Visits

Total Option

Year 1 service

VAT 20%

Total per year

3 Quarterly

Year 2

2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract, and continuing for a period of 12 months

2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months

2.6. Total for all years: Base Year ______________

Option Year 1 ______________

Option Year 2 ______________

Option Year 3 ______________

Option Year 4 ______________

TOTAL ______________

service

VAT 20%

Total per year

4 Quarterly

Year 3 service

VAT 20%

Total per year

5 Quarterly

Service

Visits

Total

Option Year

3 GENERAL REQUIREMENTS

3.1 SECURITY REQUIREMENTS

3.1.1 The US Department of State operates strict security procedures for entry into the

Building. All the personnel likely to be involved on site at any time during the maintenance period shall complete the security questionnaire form. This form shall be completed and submitted to the Embassy after award along with a photocopy of the employee’s current passport.

3.1.2 The U.S. Embassy reserves the right to refuse entry to the building at any time to the Contractor. 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 be 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 go outside these areas without prior approval.

3.2 COMMENCEMENT OF THE MAINTENANCE CONTRACT

3.2.1 No work shall commence, 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 The Contractor shall designate a representative 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 U.S. Embassy may not be able to provide parking in certain occasions.

3.5 WORKING HOURS

3.5.1 The pressurization test visits must be arranged during weekends, bank holidays or

American holidays. Any other service visit shall be carried out during working hours (Monday – Friday, 8:00 to 17:00)

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 (except as stated in 3.5.1) 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 the 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

U.S. 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 U.S. Embassy after each visit.

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 U.S. 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 the U.S. 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 at 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.

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

3.10 REPAIRS, MODIFICATIONS AND PARTS OUTSIDE THE SCHEDULED MAINTENANCE

3.10.1 This section refers to repairs, modifications and parts required outside the scheduled maintenance plan.

3.10.2 The Contractor shall supply the U.S. 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 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. Should the Contractor undertake any works not specified on the official scope of works or subsequent official modification to the scope of works, the U.S. 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 day, each of the maintenance service will occur, and the duration of time required. Also, a list of tools, equipment and materials being brought on site is required.

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 monthly maintenance.

3.12 CHECK LISTS

3.12.1 The Contractor shall develop and submit an equipment/system specific maintenance check list that shall be filled out during each visit. This checklist will relate to the specific maintenance requirements and schedules for equipment or system specified within this document and its attachments.

3.13 TRIP REPORT

3.13.1 The Contractor shall develop and provide a trip report to include but not be limited to date and time, engineer/employees’ names, details of equipment or system serviced or repaired, description of the service or repair, parts replaced

(include model number and serial number of both the old and the new one) and details of any remedial works. The COR shall be advised immediately if further action is required.

3.13.2 The trip report shall be signed by the Contractor’s employee or engineer prior to leaving the premises and a copy given to the COR.

3.13.3 The Contractor shall follow up with a typed electronic copy emailed to the COR no more than five (5) working days following the visit.

4 SPECIFIC REQUIREMENTS

4.1 SCHEDULE OF EQUIPMENT

COLT - Schedule of Equipment

Type Description Location Quantity

OPV Heart Module Control Panel FM Office 1

OPV Display Panel Control Panel FM Office 1

OPV FOP Module Control Panel POST 1 & FCC 2

MCC Variable External Control Panel Roof 1

MCC Constant External Control Panel Roof 4

DPIO Control Equipment Electrical Riser 13

Duct Smoke Detector Control Equipment Roof 6

Smoke Damper Shaft Ventilators Fire Fighting Lobby 13

K Fixed Grille Shaft Ventilators Fire Fighting Lobby &

Stairs

Doorman Shaft Ventilators Corridor 13

Volume Control Damper Shaft Ventilators Stairs & Lift Shaft 16

Seefire Roof Ventilators Roof 9

Smoke Fans Fans Roof 2

Ambient Fans Fans Roof 8

4.2 PREVENTIVE MAINTENANCE SCOPE

This section is to be read in conjunction with the manufacturer’s O&M documentation, Method Statement, and Master Template for Stair-3 Pressurization Records. Please refer to Attachments-1, Attachment-2 and Attachment-3 of this document. To provide service visits to include but not limited to the following Statement of Work and as per the manufacture’s guidelines in the attached O&M manual, Method Statement and

Master Template.

The Contractor shall carry out the service works as per the current standards and guidelines (BS9999, BS7346-1, BS EN 12101-6:2005 and any other relevant standards

& regulations). A record of the testing should be maintained as required by British

Standards and regulations.

At a minimum, the Contractor’s maintenance work shall include the following:

4.2.1 Review the US Embassy In-house maintenance works.

The Contractor shall review the maintenance works that are carried out by the U.S.

Embassy in-house team to ensure that all the required testing are implemented. The

Contractor shall provide the COR with the review comments and recommendations in writing. The U.S. Embassy in-house team is carrying out the following works:

1. Weekly activation of the system to ensure all equipment operates as intended.

2. Monthly check for the firefighting lifts and other key fire safety equipment including smoke control systems.

3. Quarterly (every three months) activation of all smoke control system to ensure that all equipment operates as intended, all zones are separately tested.

4.2.2 Quarterly – Three (3) Monthly Intervals: At a minimum, the Contactor shall carry out the following works:

1st Quarterly visit: shall include annual Planned Preventative Maintenance.

2nd Quarterly visit: shall include Inspection works.

3rd Quarterly visit shall include Pressurization Testing

4th Quarterly visit: shall include Inspection work

The Contractor shall inspect and test the COLT systems. Any defects shall be logged.

The Contractor shall carry out any other test required to obtain the annual certification. The pressurization testing shall be performed out of hours as it is necessary to close the stairs/lobbies during the test (during weekend).The Contractor shall provide the COR with the annual certification of the system within 7 days from the work being completed.

Each quarterly visit shall also include the following maintenance as per the manufacturer Operation and Maintenance Manual:

Equipment - COLT - OPV Heart Module

Task No: Maintenance Action

Isolate electrical supply before maintenance. Note - This panel has a 24V battery backup and potentially voltages from other sources.

2 Clean exterior of modules. Don NOT use water.

3 Open the panel and clean any accumulated dust carefully.

4 Check connections for security and tightness.

5 Carry out functional test using smoke control display panel.

6 With batteries check voltage. Reconnect after test.

7 Batteries must be replaced if found defective.

Batteries must be recycled at the end of their life in accordance with local and national laws/regulations.

Equipment - COLT OPV Smoke Control Display Panel

Task No: Maintenance Action 1 Isolate electrical supply at OPV Heart Module before maintenance.

2 Clean exterior of modules. Don NOT use water.

3 Check connections for security and tightness.

4 Check indication lamps.

5 Navigate from the menu to Configure - Lamp test.

6 Carry out functional test.

Equipment - COLT OPV Firefighter's Override Panel

1 Isolate electrical supply at OPV Heart Module before maintenance.

2 Clean exterior of extension.

3 Check connections for security and tightness.

4 Check indication lamps using lamp test on display panel.

5 Carry out function test.

Equipment - COLT Fan Control (MCC) Panel Variable External

1 Clean exterior of panel

2 Check for signs of corrosion, clean and touch-up paint as necessary

3 Isolate electrical supply.

4 Open the panel and clean any accumulated dust.

5 Check connections for security and tightness.

Equipment - COLT Fan Control (MCC) Panel Constant External

1 Clean exterior of panel

2 Check for signs of corrosion, clean and touch-up paint as necessary

3 Isolate electrical supply.

4 Open the panel and clean any accumulated dust.

5 Check connections for security and tightness.

Equipment - COLT Differential Pressure Input/Output unit (DPIO)

1 Isolate electrical supply.

2 Clean exterior of enclosure.

3 Check for signs of corrosion, clean and touch-up paint as necessary

4 Open the panel and clean any accumulated dust.

5 Check connections for security and tightness.

6 Check operation

7 Carry out functional test.

Equipment - COLT Duct Smoke Detector

1 Check for visible damage.

2 Check incoming power supply.

3 Smoke Test - Immerse in smoke and check operation.

Equipment - Smoke Damper

1 Isolate the electrical supply before working on the damper.

2 Check for visible damage.

3 Check damper for fixing.

4 Clean damper with a soft brush or damp cloth.

5 Clean and lubricate all bearings and pivots.

Check operating mechanism for wear, chafing, damage, loose fixings and leakage.

7 Check incoming power supply.

8 Check operation of the damper.

9 Adjust limit switches or restrictors of necessary.

10 Repair all faults found.

Equipment - K Fixed Blade Grille

1 Check for visible damage.

2 Check grille fixings.

3 Clean grille with a soft brush or damp cloth.

Equipment - Doorman

1 Ensure electrical supply is disconnected prior to any maintenance works.

2 Check the actuator for damage.

3 Clean the actuator of any dirt or debris.

4 Check that the actuator is unobstructed.

5 Check the seals around the door are intact and allow free movement.

6 Check that the hinges on the door allow free unobstructed movement.

Equipment - Volume Control Damper

1 Check for visible damage.

2 Check damper fixing.

3 Clean damper with a soft brush or damp cloth.

4 Clean and lubricate all bearings and pivots.

Check operation mechanism for wear, chafing, damage, loose fixings and leakage.

6 Repair any faults that are found.

Equipment - Seefire

1 Check for visible damage.

2 Check ventilator fixing and weathering.

3 Clean ventilator, paying special attention to drain and weathering channels.

4 Wash polypropylene pile weather seal (if fitted).

5 Clean and lubricate all bearings, pivots and hinges.

Check operating mechanism for wear, chafing, damage, loose fixings and leakage.

7 Check incoming power supply.

8 Check operation of the ventilator.

9 Adjust limits or restrictors if necessary.

10 Repair any faults found.

NOTE: Where ventilators are subject to a high level of debris is may be necessary for the Contractor to clean channels frequently to maintain continuous performance and weather resistance.

Equipment - Smoke Extract Fans

1 Isolate using the local isolator switch prior to any maintenance works.

Ensure the impeller is at rest prior to any maintenance check for visible damage.

3 Check fan fixings.

4 Check all electrical connections and interfaces.

5 Check all current/voltage/frequency are as stated on the nameplate.

6 Check for and remove any dirt and/or debris.

7 Bearings are "sealed for life" and do not need a detail inspection.

8 Check, clean and replace components as necessary.

9 Check for wear, chafing, damage, loose fixings and leakage.

10 Check operation of the fan.

11 Repair any faults found.

Equipment - Ambient Fans

1 Isolate using the local isolator switch prior to any maintenance works.

Ensure the impeller is at rest prior to any maintenance check for visible damage.

3 Check fan fixings.

4 Check all electrical connections and interfaces.

5 Check all current/voltage/frequency are as stated on the nameplate.

6 Check for and remove any dirt and/or debris.

7 Bearings are "sealed for life" and do not need a detail inspection.

8 Check, clean and replace components as necessary.

9 Check for wear, chafing, damage, loose fixings and leakage.

10 Check operation of the fan.

11 Repair any faults found.

4.2.3 General

Provide a full-service maintenance agreement written in English. Full-service maintenance means that all parts, materials, supplies, and labor are required to complete the service work as per the contract. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer or by separate purchase order.

The Contractor shall provide all the service works that are not mentioned in this document but required by the local regulations, the BESA (British Engineering Services

Association, SFG20 guidance, and BS9999.

4.2.4 Emergencies:

Emergency call out – 24 hours per day and 365 days of the year.

The vendor must have the capability of offering emergency call out services as and when needed. The emergency call out for critical equipment and services shall require attendance by a qualified engineer within four hours of notification by the

U.S. Embassy unless agreed otherwise by the U.S. Embassy at time of notification.

Individual call outs will be ordered and invoiced under a separate Purchase Order.

4.2.5 Standard call out.

Next day response time for callouts (Monday-Friday, 08:00-18:00) excluding Bank &

Public holidays.

4.2.6 Labor rates for billable work

This includes work not covered by the terms described above (i.e., vandalism repairs and other major force causes) and overtime rates. The Contractor shall provide all labor rates within their proposal.

4.2.7 Term requirements

Property: US Embassy

Building: Chancery

Unit Identification: Staircase Pressurization systems (COLT)

Maintenance Frequency: 4 Visit per year

4.2.8 Spare parts

The Contractor may use any spare parts if available from Embassy stock that are required to ensure the continued operation of the Equipment, but they will order replacements to return to stock, in a timely fashion.

4.2.9 Provisions for testing

4.2.9.1 After any Maintenance visit or if any modifications are made to the system, it shall be tested in the presence of Embassy personnel to ensure that the system continues to function as intended and that any works carried out have not influenced any other parts of the system.

4.2.9.2 Local UK regulations for testing shall be also followed.

4.2.9.3 In case of conflict between the US and the UK requirements the Contractor shall inform the COR and await an instruction from the COR.

4.2.10 Additional price inclusions

4.3 CERTIFICATIONS AND INSURANCE COVER OF THE MAINTENANCE ORGANIZATION

4.3.1 The Contractor shall provide insurance cover for the whole length of the contract.

The terms and conditions of the insurance policy shall comply with local regulations in the UK for the maintenance and repair of elevators. The Contractor shall provide a copy of the certification within 7 days of receipt of the award of the contract.

4.3.2 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.

5 EVALUATION CRITERIA

Requirements for Submission of Offer:

A. In order for a quotation to be considered, the contractor must provide:

1. Proof of licenses and permits required by local law

2. Proof of demonstrable experience in undertaking similar projects including three (3) references.

3. Detailed description of their experience with COLT Staircase Pressurization systems.

4. Proof of all insurance (such as public and employer’s liability) and accreditation as may be required under applicable UK law. A copy of the certification of insurance or a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

5. Vendors must provide evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the United Kingdom that can be confirmed on Companies House.

6. A signed and completed SF-18.

7. Completed Pricing Table (see section 2 of Statement of Work)

8. If sub-contracting out the work, provide documentation demonstrating an established sub-contractor relationship with the proposed vendor for the past 3 years and evidence of payment of services rendered under prior contracts.

6 DEFINITIONS AND ACRONYMS USED

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.

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.