SOW_Draft_External Repairs and Repainting of Prefabricated Townhouses.pdf

EXTERNAL REPAIRS AND EXTERNAL REPAINTING OF PREFABRICATED TOWNHOUSES

B.1 PURPOSE

The purpose of this contract is to provide construction services as described in detail in Section C - Statement of Work, Design Drawings, Appendices and Schedules.

B.2 TYPE OF CONTRACT & PAYMENT SCHEDULE

This is a Firm-Fixed Price (FFP) type contract and payable entirely in U.S. dollars. The contractor must complete all work (including furnishing all labor, material, equipment, management, and services) required under this contract for the six (6) CLINs.

CLIN 1: Initial mobilization.

Payment schedule: Payable upon 100% mobilization under this CLIN item subject to 10% retainage to be released after successfully completing the maintenance period. The contractor must provide a bond guarantee lasting for the contract period + 1 year. The mobilization payment which shall not exceed 10% of the total contract.

CLIN 2: Gutters and downpipes.

Payment schedule: Incremental payment after completion of 3 townhouses under this CLIN item subject to 12.5% retainage to recover the advance payment and 10% retainage for performance. 50% of the performance retainage shall be released upon completion of the works and 50% to be released after successfully completing the warranty maintenance period.

CLIN 3: Repaint external surfaces of 1-bedroom (2 level) townhouses (24 townhouses).

Payment schedule: Incremental payment after completion of every 3 townhouses under this CLIN item subject to 12.5% retainage to recover the advance payment and 10% retainage for performance. 50% of the performance retainage shall be released upon completion of the works and 50% to be released after successfully completing the warranty maintenance period.

CLIN 4: Repaint external surfaces of 2-bedroom (2 level) townhouses (6 townhouses).

Payment schedule: Incremental payment after completion of every 3 townhouses under this CLIN item subject to 12.5% retainage to recover the advance payment and 10% retainage for performance. 50% of the performance retainage shall be released upon completion of the works and 50% to be released after successfully completing the maintenance period.

CLIN 5: Repair & Repaint Terraces and Ceiling.

Payment schedule: Incremental payment after completion of every 3 townhouses under this CLIN item subject to 12.5% retainage to recover the advance payment and 10% retainage for performance. 50% of the performance retainage shall be released upon completion of the works and 50% to be released after successfully completing the maintenance period.

CLIN 6: Continuous Maintenance for 6 months Payment schedule: Final payment shall be effected after successfully providing maintenance of the units, for any new failures other than those due to poor workmanship and materials, for the period of 6 months completing all punch list items as per the Contracting Officer’s Representative (COR) written approval.

[END OF SECTION B]

SECTION C – STATEMENT OF WORK (SOW)

C.1 TITLE

USAID/South Sudan External Repairs and External Repainting of 30 Prefabricated Townhouses.

C.2 PURPOSE

The objective of these six (6) CLINs is to ensure all townhouses are fully repaired and repainted as described in individual CLINs .

C. 3 BACKGROUND

Juba is a challenging environment. The Mission has gone on two ordered departures since December 2013 due to civil unrest. Flexibility and understanding of how to operate safely and efficiently in South Sudan is essential The Contractor must understand and have established international supply chains for procuring materials. This must include but not limited to the overseas procurement of approved paints, solvents for paints, high density PVC gutters and downpipes, metal sheets and prefabricated wall panels (as applicable) and other general building materials. The availability of local supplies is inconsistent and the quality of many of these supplies is poor, so the contractor must have the ability to import good quality supplies when they are unavailable locally. The contractor shall provide product data for the COR review and approval before making any foreign purchases related to this work. The Contractor must also understand the challenging labor market and have expertise in recruiting and managing skilled staff in Juba.

Residential units include 3 main types of construction: 2-level prefabricated modular types; 2-level conventional concrete type structures; and single level villas constructed of rubble masonry gravity foundation, walls, and panels.

C.4 EXISTING CONDITIONS OF PREFABRICATED TOWNHOUSES

The existing conditions are established as a guideline and do not fully reflect the structures, grounds, and services. The Contractor must become familiar with the condition of the townhouses and the general layout of the US Embassy Residential Compound (RC) during the site visit(s). The prefabricated townhouses are scattered over a 5.5 acres footprint and are among several vertical structures ranging from other living quarters to service buildings that include kitchen, medical unit, restaurant etc. These townhouse units are more than 10 years old with 3 of the units having undergone expansion (in 2019) from 1-bedroom to 2-bedroom units; these expanded units are #14, #21 and #22. The description of the 30 townhouses are as follows:

i. There are twenty-four (24) one-bedroom, 2-level townhouses (TWH) in 4 different locations within the RC. The units are numbered #6 to #13; #15 to #20; #23 to #32. Each unit is constructed of a concrete foundation hosting 3 modular prefabricated cells per level. Each cell is 6m x 2.4m x 2.8m high; refer to the drawings showing the building layout and material specification. Each TWH is serviced with power, water, sewerage management, AC units, IT, cable television and telephone service. The floor plans indicate the layout for both levels including the terrace and roof pitch approximately 2.2m high.

ii. There are six (6) two-bedroom, 2-level townhouses (TWH) in 3 different locations within the RC. The units are numbered #14, #21, #22, #33, #34, and #35. Each unit is constructed of a concrete foundation hosting 4 modular prefabricated cells per level. Each cell is 6m x 2.4m x 2.8m high; refer to the drawings showing the building layout and material specification. Each TWH is serviced with power, water, sewerage management, AC units, IT, cable television, and telephone service. The floor plans indicate the layout for both levels including the terrace and roof pitch approximately 2.2m high.

iii. Estimated dimensions for townhouses (subject to site measurement) are as follows:

a. Typical 1-bedroom townhouse aggregate for 2 levels: External surface area less terraces approximately 120m2, each terrace approximately 1.8m x 6m x 2.8m high.

b. Typical 2-bedroom townhouse aggregate for 2 levels: External surface area less terraces approximately 145m2, each terrace approximately 1.8m x 6m x 2.8m high.

c. Townhouses #14, #21 and #22 carry a different geometry to the typical units.

External surface area less terraces approximately 142m2, each terrace approximately 1.8m x 7.2m x 2.8m high.

C.5 SCOPE OF WORK

The Contractor is responsible for providing all services as described in the six CLINS below and must consistently monitor quality of work and materials to ensure they meet internationally acceptable standards , such as, but not limited to, the International Building Codes and its equivalent.

The following describe each CLIN’s elements of work:

CLIN 1: Initial mobilization 100% mobilization for the execution of the work. The initial mobilization must allow for but not limited to providing a work schedule including phasing plan (to be approved by the CO/COR within 7 days of physically having key personnel onsite); all safety equipment deemed necessary for safe operations; scaffolding to cover the façade of at least four townhouses, and site measurement of all elements of the work as agreed between the COR & Contractor.

CLIN 2: Gutters and downpipes: Replace all existing gutters and downpipes with new; the material must match the existing in type and dimensions. The color must match the existing in pre-painted condition . The paint used must be a lead-free, all-weather exterior, oil based, UV resistant paint.

Remove and replace the existing fascia boards with similar type timber; timber must be pressure treated and kiln dried, all-weather type. All facia must be fastened with exterior grade screws; the use of nails is not allowed. An alternative method of fastening may be proposed at no additional cost if such alternative is provided in writing prior to the commencement of the work and subject to the COR approval. All fascia boards must be painted with at least 3 coats of an approved paint; paint must be lead-free, all-weather exterior, oil based, UV resistant paint type.

The contractor shall provide data sheets or samples for the gutter, downpipe, and paints for the COR review and approval before mobilizing the materials to the sites.

CLIN 3: Repaint external surfaces of 1-bedroom (2 levels) townhouses (24 townhouses): Supply and apply paint (as per specification) to the external surfaces of the townhouses. The work must include all necessary repairs to rusted, damaged, and/or decaying wall panel sections. The repairs must be completed using material which is the same as the original material or an acceptable replacement material. All repaired sections must be subject to 3 coats of an approved antirust. The contractor must provide a method statement demonstrating how the painting work will be accomplished; the statement at minimum must include control of paint handling and disposal, erection of scaffolding and any practical environmental control to conduct painting work safely and efficiently. The method of paint application must be conducted in a way to reduce paint fume emissions. All existing services (AC; IT electrical, plumbing but not limited to) hardware and lines must be protected during the execution of the work. All scaffolding must be placed as per OSHA and/or Army Corp of Engineers (ACE) approved method of installation OSHA Regulations (Standards - 29 CFR).

The contractor shall provide data sheets for the paints, solvents and antirust.

CLIN 4: Repaint external surfaces of 2-bedroom (2 levels) townhouses (6 townhouses): Supply and apply paint (as per specification) to the external surfaces of the townhouses. The work must include repairs to rusted, damaged, and/or decaying wall panel sections. The repair must be completed using material which is the same as the original material or an acceptable replacement material. All repaired sections must be subject to 3 coats of an approved anti-rust paint. The contractor must provide a method statement demonstrating how the painting work will be accomplished; the statement at minimum must include control of paint handling and disposal, erection of scaffolding and any practical environmental control to conduct painting work safely and efficiently. The method of paint application must be conducted in a way to reduce paint fume emissions. All existing services https://www.osha.gov/laws-regs/regulations/standardnumber https://www.osha.gov/laws-regs/regulations/standardnumber

(AC; IT electrical, plumbing but not limited to) hardware and lines must be always protected during the execution of the work. All scaffolding must be placed as per OSHA and/or Army Corp of Engineers (ACE) approved method of installation.

The contractor shall provide data sheets for the paints, solvents, and antirust.

CLIN 5: Repair & repaint terraces: Repair and repaint terraces (ground and upper floors) including the stairway to the upper floor. The work must include but is not limited to:

1. Ground floor terrace & stair: Repair and replace general failed timber, concrete, and metal sections; repair the metal ceiling; replace the mosquito mesh to match the existing materials and replace the screen door. All timber must be kiln dried, all weather type and must be of the same wood type presently installed. Repaint all exposed sections including the 2 doors: grills, ceiling, timber frames, concrete stairs, and metal rail (where applicable). Paint must be as per specification.

2. Upper floor terrace & stairway: Repair and replace failed timber, concrete, and metal sections; replace the mosquito mesh to match the existing materials and replace the screen door. Remove and replace 100% of floor planks at the landing to the screen door, remove and replace 30% of the floor planks within the covered terrace area. On removal of floor planks, all debris, trash, and unsuitable materials must be removed from the underside of the entire terrace. All new timber must be at minimum the same type/dimension of the existing and must be kilned dried all weather type. Floor planks are not to be painted. Repair decaying or damaged sections of the stairway. Repaint all exposed sections including the 2 doors: grills, ceiling and timber frames, stairway. Paint must be as per specification as provided below.

The contractor shall provide data sheets for all construction materials to be used for this

CLIN.

CLIN 6: Maintenance period for the work: Provide services for maintenance of a period of 6 months after achieving substantial completion in writing from the CO.

MINIMUM STANDARDS FOR APPLICATION DURING THE PERFORMANCE OF THE

MAINTENANCE ACTIVITIES

At minimum, the Contractor must apply the following or more stringent standards and methods to the different elements of this CLIN. When a conflict between two standards exists, the Contractor must utilize the stricter standard. The version of referenced standards in effect at the time of contract award applies.

Painting Codes; Standards and Specifications

● JOTASHIELD EXTERIOR or approved equal.

● Paint specifications: 576 High performance JOTUN Color #5041 NCS 54030-810G sRGB (84,136,149)

Health and Safety Standards

● 29 Code of Federal Regulations (CFR) 1910, OSHA Safety and Health Standard for General Industry.

● 29 CFR 1904, OSHA Recording and Reporting Occupational Injuries and Illnesses.

● 29 CFR 1926, OSHA Safety and Health Standards for the Construction Industry.

Environmental Mitigation and Monitoring Standards

● Remove and dispose off-site all unwanted materials, including but not limited to empty paint containers, rollers, plastic sheets, etc, to approved locations by the host country and/state government.

● Environmental Mitigation and Monitoring Reports (EMMRs) are required for USAID-funded projects when the 22 CFR 216 documentation governing the project impose conditions on at least one project/activity component. EMMRs ensure that the ADS 204.3.3 requirements for reporting on environmental compliance are met. EMMRs are used to report on the status of mitigation and monitoring efforts in accordance with the Initial Environmental Examination (IEE) requirements over the preceding project implementation period. They are typically provided annually, but the frequency will be stipulated in the IEE. Responsibility for developing the EMMRs lies with USAID, but EMMRs are usually prepared by the Implementing Partner (IP) and submitted to USAID

C.6 MANAGEMENT SERVICES/GENERAL CONTRACT REQUIREMENT

The Contractor is responsible for the overall management of this contract including human resources management, financial management, procurement & logistics, and contract management.

HUMAN RESOURCES MANAGEMENT

The Contractor must recruit, supervise, direct, discipline, and if necessary, discharge all personnel in each specialized area. The Contractor must supply USAID with personnel properly trained for their respective job assignments. All personnel furnished by the Contractor must always and for all purposes be employees of the Contractor and be subject to the conditions of employment.

The Contractor will assume full responsibility for the actions of such personnel while performing services pursuant to the contract, its modifications, or additional service agreements issued hereunder, and must be solely responsible for their supervision, daily direction and control, payment of salary (including any withholdings that may be required under local law or other applicable laws such as that of income taxes and social security), worker’s compensation, disability benefits, etc.

All Contractor’s staff must obtain access to the site from the Regional Security Officer (RSO) through an access request done by the COR. For seeking access, the Contractor at minimum must provide each employee’s correct name, proper form of ID e.g., passport, national ID card, country of origin and a telephone number (if available) for contact tracing in the event of COVID 19 positive case(s).

The Contractor must abide by and must require employees to comply with all instructions, regulations, and codes of conduct as specified by USAID. Each employee of the Contractor must be legally authorized to work in South Sudan.

Uniforms and Personal Equipment: The Contractor's employees must wear clean, neat, and complete uniforms when on duty. The uniforms may be coveralls or shirt-pants combinations, skirts, and shoes. Uniforms must be distinctive, and the company logo must be prominently displayed. All employees’ uniforms must be approved by the COR, and the cost of the uniforms should be included in the fixed price of the contract. The Contractor must provide all its employees with personal protective equipment (PPE) as guided by the Health & Safety codes and standards for

PPE.

Neglect of duties must not be condoned: The Contractor must enforce a policy requiring no sleeping while on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

Disorderly conduct, use of abusive or offensive language, quarreling, intimidation, and/or fighting is not allowed, nor is participation in disruptive activities, which interfere with normal and efficient US Government or host nation operations.

Contractor employees are not allowed to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects while on duty. Contractor employees are not allowed to possess, sell, consume, or be under the influence of any illegal drug on or off duty.

Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or improper conduct, unethical or improper use of official authority or credentials, security violations, organizing and/or participating in gambling in any form.

FINANCIAL MANAGEMENT

The Contractor is responsible for the financial management of this contract. The Contractor is responsible for submitting timely and accurate invoices. The Contractor is responsible for maintaining a sufficient level of cash on hand to be able to support the contract.

CONTRACT MANAGEMENT

General: The Contractor is responsible for providing full time administrative staff to meet the terms of the contract. Key personnel must have strong interpersonal skills and the ability to effectively liaise with individuals, institutions, and personnel from the U.S. Embassy/USAID.

USG supplied resources: The Contractor must use Government property, either furnished or acquired under this contract, only for performing this contract, unless otherwise provided for in this contract or approved by the Contracting Officer.

USAID will provide duty free entry of only paints and paint-based products which undergo importation into South Sudan.

USAID will provide limited space for the Contractor’s staging operations, electrical power, water (non-potable), sanitary facilities and the RC Annex for the Contractor’s storage and fabrication shop when required. The RC Annex is immediately opposite to the RC compound and is considered a controlled US Embassy occupied property. Any bulky storage, fabrication and processing of materials shall be done from the vendor’s yard.

The work sometimes requires the disassembling and reassembling of existing installations like water supply lines, plumbing systems, heating and ventilations systems as well as cutting and welding of parts. The contractor must use the maximum precautions while executing such works and must not damage or interrupt existing services. If damage happens to any of the existing systems while executing the works, t he Contractor must promptly notify the COR of failure or anticipated failure of all USG furnished resources such equipment and/or material. The Contractor will be responsible for fixing/replacing equipment if such equipment is damaged due to the negligence by the Contractor’s actions.

The Contractor and the COR would agree and record a complete list of government furnished resources at the time of signing of the contract.

USAID will make the townhouses accessible to the external facades, stairs and within each terrace;

USAID/COR will be the liaison between the Contractor and the occupant(s). If during any standard working time (as described below) an occupant has complaints and/or requests a stoppage of the work, the Contractor cease all operations of the affected area, immediately inform the COR of this event, and both the Contractor and COR must agree on a way forward including a written record of any delays/causes from this event. Due to the occupancy of these units, the Contractor will have access to these areas as follows:

● Mondays to Fridays (standard workdays) from 8:00 am to 5:00 pm.

● No work is allowed outside of the standard workdays/period unless approved by the COR in advance. Work period outside of standard workdays/period include weekends and US/Local holidays.

● For work to be performed outside of these periods, the Contractor must provide a written request to the COR no later than 48 hours prior to the start of any work subject to approval of the request.

Contractor responsibilities: The Contractor is responsible for the proper use, storage, inventory, maintenance, transportation, and security of all Government Furnished Items (GFI) when applicable in the Contractor’s care. Any GFI that is lost or damaged due to Contractor negligence must be replaced or repaired by the Contractor. All GFI is furnished in an “as is” condition and must be inspected and accepted by the Contractor prior to its use. The Contractor assumes all liability for claims arising from use or misuse of GFI while in the Contractor’s possession and must hold the Government harmless from any claims by Contractor employees or others. The Contractor must sign for all GFI on the forms provided by the Government.

Laws and Regulations: Without additional expense to the Government, the Contractor must comply with all local laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor must promptly advise the COR of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

The Contractor is required to comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

Changes to local labor laws that cause an increase to the cost of labor included in the fixed price portion of this contract, excluding company initiated pay raises, must be considered a basis for renegotiating the firm fixed price portion of the contract in accordance with the FAR clauses of this contract.

Personnel and Supervision: The Contractor must provide experienced and qualified administrative staff to oversee the management and logistics functions in this contract. The minimum key personnel for the project are:

1. Superintendent of Work (SW )

2. Quality Control Officer (QCO)

3. Health & Safety Officer (HSO)

These key persons shall be assigned full time at the site. The Contractor must designate a SW/QCO/HSO as the primary point of contact whom USAID may contact for procedural and substantive matters. The SW /QCO bears primary responsibility for all technical aspects of contract performance as well as management related requirements of the contract. The SW /QCO must have strong writing and oral presentation skills, and be knowledgeable about the overall technical, administrative, and logistical responsibility for the effective, efficient, and timely implementation of all activities undertaken by the Contractor. The SW /QCO must possess at least 5 years' experience of which 3 years’ in working on vertical structures and construction management and quality control of building construction and health and safety experience. The individual must be knowledgeable in the use and practice of scaffolding erection and use, must be familiar with control of painting emissions and disposal of paint and paint solvents. The individual must be familiar with the guidelines as by the US Army Corps of Engineers Safety and Health Requirements Manual and/or OSHA for the construction industry.

[END OF SECTION C]