SOW - Embassy Annex Building Refresh.pdf

Prepared by: Diana M. Babu

US Embassy

Projects Engineer

SENSITIVE BUT UNCLASSIFIED

Embassy of the United States of America

Dar es Salaam, Tanzania

Subject: Scope of work for Embassy Annex Building Refresh (Civil & Building Works) at US

Embassy Compound Dar es Salaam.

B. SCOPE OF WORK

B.1 INTRODUCTION

US Embassy Tanzania and Overseas Buildings Operations [OBO] has a requirement to refresh the

Embassy Annex Building located at US Embassy Dar Es Salaam. Works involved in this

SOW/Contract shall be merely Civil and Building related tasks.

The work shall be as per scope of work, specifications, and General contract conditions. This project requires an experienced contractor class 6 and above registered in civil, building and steel fabrication work by CRB Tanzania to design and execute the job.

The proposed civil/Buildings works shall include but not limited to the following tasks;

1. Thoroughly Interior Painting including but not limited to all block works, metal and wood works where available.

2. New furniture (Work desks) installation as per manufacturer instruction sheet. (Furniture will be purchased by USG). Furniture will be Miller Knoll Systems furniture and office case goods in additional to freestanding furniture from a variety of commercial vendors.

Systems and case goods required skilled installers with experience in the specific system,

3. Floor Carpet Tiles installation as per manufacturer instruction. (Carpet tiles to be provide by USG)

4. Installation/erection of new dry walls partitions to some parts of the floors as per manufacturer the attached new floor plan below.

5. Provide design/ details and drawings for the new dry partition that will be installed.

6. Provide detailed/design and drawings of the new lactation room.

7. Wall chipping, refinishing, suspended ceiling replacement/realignment and all other civil and building works arise from Electrical and Telecom works.

NOTE: All materials (except for the actual Office furniture and carpet tiles to be installed) shall be provided by the contractor and approved by the Contracting Officer Representative

(COR)/Facility Manager before use. Any changes/substitutes on materials shall be approved by

COR/Facility Manger prior proceeding. Failure to do so will result into rejection of the work and the contractor will have to redo it at his/her own cost.

C.1 Interior Painting Work

Painting shall include all block works, wood works, and metals found in any part of the residence and shall be done as described below:

C.1.1 Preparation

1.1.1. All external surfaces to be painted shall be cleaned with a high-pressure spray wash prior to painting. Any lose or peeling paint shall be scraped and sanded as needed prior to painting.

1.1.2. Wash all surfaces to be painted with an anti-fungal wash applied per manufacturer instructions.

1.1.3. Any cracks and/or holes in plaster or concrete walls shall be cleaned and filled with appropriate sand - cement mixture prior to painting. Any exposed metal reinforcing bars shall be cleaned with a wire brush and primed with a zinc-based primer. Area repaired shall be spot primed.

1.1.4. Any metal work shall be sanded/metal brushed prior to painting. Where there is rust evident or the surface has peeled or blistered, the area shall be cleaned to bare metal and a coat of zinc-based primer applied to the area prior to painting.

1.1.5. Any woodwork that shows signs of peeling or blistering after the initial power wash will be sanded down to bare wood and spot primed prior to painting.

C.1.2 Technical Specification for Painting Work

Paint surfaces as directed by the task order. Match paint to similar adjacent materials or surfaces.

1.2.1."Paint" includes coating systems materials, primers, emulsions, enamels, stains, sealers and fillers, and other applied materials whether used as prime, intermediate or finish coats.

1.2.2.Product Data: Contractor shall submit manufacturer's technical information, label analysis, and application instructions for each paint material proposed for use to the

COR, prior to starting work. As an attachment, list each material and cross-reference specific coating and finish system and application. Identify each material by the manufacturer's catalog number and general classification.

1.2.3.Single Source Responsibility: Provide primers and undercoat paint produced by the same manufacturer as the finish coats.

1.2.4.Material Quality: Provide the manufacturer's best quality trade sale type paint material. Paint material containers not displaying manufacturer's product identification will not be acceptable. “Jotun” paints or equivalent/more required.

1.2.5.Deliver materials to the job site in manufacturer's original, unopened packages and containers bearing manufacturer's name and label with trade name and manufacturer's instructions.

1.2.6.Store materials not in use in tightly covered containers in a well-ventilated area at a minimum ambient temperature of 45 degrees F (7 degrees C). Protect from freezing. Keep storage area neat and orderly. Remove oily rags and waste daily.

1.2.7.Project Conditions: Do not apply paint when the relative humidity exceeds 85 percent, at temperatures less than 5 degrees F (3 degrees C) above the dew point, or to damp or wet surfaces. Apply paint only in temperatures in accordance with manufacturer's specifications.

1.2.8.Examine substrates and conditions under which painting will be performed for compliance with requirements. Do not begin application until unsatisfactory conditions have been corrected.

1.2.9.Preparation:

• Remove hardware and hardware accessories, plates, light fixtures, and items in place that are not to be painted or provide protection such as taping prior to surface preparation and painting. (Taping includes windows, door jams, etc.)

• Clean and prepare surfaces to be painted in accordance with manufacturer's instructions before applying paint or surface treatments. Remove oil, dust, dirty, and loose rust, mildew, peeling paint or other contamination to ensure good adhesion. In some cases, Contractor may be required to remove all existing coats of paint and sealers if prior paint application is showing signs of improper adhesion, i.e., such as peeling, chipping. All surfaces must be clean and dry. Schedule cleaning and painting so dust and other contaminants will not fall on wet, newly painted surfaces.

• Notify the owner in writing of problems anticipated for any minor preparatory work required, such as but not limited to, filling nail holes, cleaning surfaces to be painted, and priming any requisite areas. Plan preparatory work as some areas will have nail holes or areas that will need to be primed or sealed. Replace all covers and equipment after painting.

1.2.10. Materials Preparation: Mix and prepare paint in accordance with manufacturer's directions. Do not water down or thin paint.

1.2.11. Application: Apply minimum of three coats of paint in accordance with manufacturer's directions and as recommended in section a-e below. Use applicators and techniques best suited for substrate and type of material being applied. Do not paint over dirt, rust, scale, grease, moisture, scuffed surfaces, or conditions detrimental to formation of a durable paint film.

1.2.12. Contractor shall paint color samples of the color to be used on a section of the intended area to be painted before the actual paint date is scheduled to ensure that the color selected is the most appropriate color available.

1.2.13. On exterior masonry surfaces and soffits, apply a high-quality exterior grade latex base paint that matches as closely as possible the existing color on the exterior of the property, or a color as otherwise specified by the owner. Prior to painting, the surface is to be scraped, sanded, filled, and primed with a latex base primer. The contractor should plan on extensive preparatory work prior to painting. Do not apply exterior paint in rain, fog or mist; or when the relatively humidity exceeds 85 percent; or to damp or wet surfaces. Apply a 30-inch high from ground level a black oil-based paint “skirting” around the perimeter of all building and/or wall surfaces which are to be painted. In exterior staircases the skirting shall be reduced to a height of 6 inches from the top edge of each step. Paint all fascia board with oil-based paint.

1.2.14. Provide finish coats that are compatible with primers used.

1.2.15. The number of coats and film thickness required is the same regardless of application method. Do not apply succeeding coats until previous coat has cured.

Sand between applications where required to produce a smooth, even surface.

1.2.16. Apply additional coats when undercoats or other conditions show through final coat, until paint film is of uniform finish, color, and appearance.

1.2.17. Scheduling Painting: Apply first coat to surfaces that have been cleaned, pretreated, or otherwise prepared for painting as soon as practicable, and before subsequent surface deterioration. Allow sufficient time between successive coats to permit proper drying. Do not recoat until paint has dried.

1.2.18. Minimum Coating Thickness: Apply materials at the manufacturer's recommended spreading rate. Provide total dry film thickness of the system as recommended by the manufacturer.

1.2.19. Prime Coats: Before application of finish coats, apply a prime coat as recommended by the manufacturer to material required to be painted or finished, and has not been prime coated.

1.2.20. Brush Application: Brush-out and work brush coats into surfaces in an even film.

Eliminate cloudiness, spotting, laps, brush marks, runs, sags, ropiness, or other surface imperfections. Draw neat glass lines and color breaks.

1.2.21. Apply primers and first coats by brush unless manufacturer's instructions permit use of mechanical applicators.

1.2.22. Mechanical Applications: Use mechanical methods for paint application when permitted by manufacturer's recommendations, governing ordinances, and trade union regulations. Wherever spray application is used, apply each coat to provide the equivalent hiding of brush-applied coats. Do not double-back with spray equipment building-up film thickness of two coats in one pass, unless recommended by the manufacturer.

1.2.23. Upon completion of painting, clean glass and paint-spattered surfaces. Remove spattered paint by washing, scraping or other proper methods, and using care not to scratch or damage adjacent finished surfaces.

1.2.24. Remove temporary protective wrappings after completion of painting operations.

C.1.3 Carpet Tiles and Office Furniture Assembling

C.1.3.1 Contractors shall carefully dismantle existing office furniture in all offices (shared and private offices) make the area clean ready for installation of new furniture.

C.1.3.2 Old furniture shall be taken out of AID building to the designated storage space

(container) by the contractor and shall be packed/arranged neatly.

C.1.3.3 Prior to commencement of new furniture installation, the contractor shall prepare floor areas by removing old carpet tiles clean the area ready for installing new floor carpet tiles.

C.1.3.4 New carpet tiles shall be installed by the contractor following manufacturer installation guidelines to be provided during installation.

C.1.3.5 After all Carpets tiles are installed and approved by COR, Contractors shall perform new furniture installation following manufacturer guidelines and furniture floor plans that will be provided. This will require coordination with an electrician who will hard wire the systems furniture panels as well as someone from telecom who will assist with pulling cables through the panels. Additionally, Contractor shall prepare a punch list of damaged or missing items for submission to OBO for replacement.

C.1.3.6 All tools, machines and equipment required for furniture and carpet tiles installation shall be provided by the contractor.

C.1.4 Dry Wall Partitions Erection

C.1.4.1 Contractor shall take the actual dimensions of all new partitions to be erected from the new floor plans drawing attached hereunder.

C.1.4.2 Using metal studs for framing, gypsum plasterboard (gypsum board) of not less than

15mm thick for walling and all other accessories needed for partitioning, contractor shall install new wall partition (floor to ceiling) as shown in the plan, the walls shall have height of 3m and

75mm thick.

C.1.4.3 Add additional frame support vertically and horizontally after installing the main frame.

Door frame ways shall be introduced as illustrated in the drawings. (Dimension to standard door size).

C.1.4.4 Contractor shall thereafter mount drywall (Gypsum plasterboard) to the partition wall, taking into consideration that drywall partition breaks very easy so therefore the screws

(fasteners) shall be embedded very lightly into the walls using appropriate tools to avoid damage.

C.1.4.5 Metal Corner profile shall then be installed after the drywalls are placed in partition frames, this is for aesthetic and durability of the wall.

C.1.4.6 Finally, plastering and painting shall be done to match existing walls finishes.

C.1.4.7 Contractor shall prepare and submit along with his technical/cost proposals detail design drawings (Plans and sections) of the drywall partition to be installed. The drawings shall be submitted in both Pdf and CAD format.

C.1..4.8 Contractor shall also prepare and submit detail design drawing of the lactation room this shall include millwork drawings and plumbing.

C.2 Civil/Building Works arise from Electrical/IT Works

Contractor is responsible for all other building and civil works to assist Electrical and Telecom installation works, which may include but not limited to:

1. Wall Chipping for conducting.

2. Replacing/repair damaged wall parts caused by electrical/Telecom installation processes.

3. Suspended ceiling board and ceiling frame realignment/replacement.

4. Touch up paint where damage occurs at any point of the building structure due to electrical/Telecom installation works.

D SUBMITTALS (EVALUATION CRITERIA)

The Contractor shall submit the following as part of their bid:

1. Technical proposal with clearly stated work method statement.

2.A tentative schedule for the project which shall not exceed the government estimate of

60 working days.

3. Company organization Chart portfolio, including previous similar works, references, and CVs of key Personnel for this project.

4. Project Supervisor/Manager holding a degree in a civil engineering and at least three years’ experience in construction projects managements works.

5. Financial Capability proof to undertake this project as per the required specifications and time.

6. Certification compliance

U.S. Government intends to award a contract to a reputable and responsible company submitting a quote which is technically acceptable and at the lowest price.

D.1 CONDITIONS OF CONTRACT

D.1.1 General

This is a firm fixed price turnkey project and amount quoted shall include all work described in the scope of work and the general condition of contract. The lump sum price quoted shall be fixed and nothing extra will be entertained on any account.

The Contractor shall restore all surfaces disturbed by the work to match with existing surfaces.

Any deviation from the original contract/scope of work shall be reported to the Contracting Officer

Representative (COR) before work begins and approved by the Contracting Officer (CO). No additional work or changes will be carried out without a contract modification and prior approval.

D.1.2 Responsibilities of the Contractor

• The Contractor shall be responsible for procuring, supplying, transporting, and providing all labor, materials, tools and equipment etc., required for completion of the work in all aspects and as per the scope of work.

• All expenses towards mobilization at site and demobilization including bringing in equipment, workforce and materials, dismantling the equipment, clearing the site etc. shall be deemed to be included in the rates quoted by the Contractor against various items of schedule of rates and no separate payment of such expenses shall be considered or granted.

• The Contractor shall employ and provide one full time civil engineer to supervise the project. The assigned engineer should have proven prior experience of carrying out such type of work.

• The Contractor shall not proceed with the next scheduled activity until the previous activity has been checked and approved by the COR. The Contractor shall note all inspection dates in the schedule chart.

• The Contractor shall always keep the site clean and accessible to Embassy employee.

• All required permits to execute the project shall be the sole responsibility of the Contractor.

D.1.3 Specifications

Work under this contract shall be carried out strictly in accordance with the specifications attached and will meet U.S. and Local codes.

D.1.4 Execution of Work

The Contractor is advised to review the material specifications and the scope of work. The

Contractor should visit and walk through the site to familiarize themselves with the site conditions and to understand the exact quantity and quality of work.

Within 3 working days of Contract Award, the Contractor shall submit the following items via email:

a. Bar chart for review and approval by the COR. All dates and time schedules agreed upon shall be strictly adhered to. The Contractor shall notify the COR in advance regarding anticipated problems or delays throughout the project, or any deviation of the schedule.

b. Weekly schedule/activity plan for the coming week for the duration of the project prior to the start date.

3. For dismantling/blocking or making connection to any existing services or any shut-down, Contractor shall inform the COR at least 3 (three) working days in advance and proceed with the work only after approval from the COR.

D.1.5 Project Duration:

The duration of the project shall not exceed 60 working days.

D.1.6 Materials

i. All materials used on this work shall be new and conforming to the contract specifications as per

US and local codes.

ii. Materials shall conform to the latest US Standards specifications as amended to date and carry certification mark. Contractor shall submit material samples and catalogues for pre-approval.

iii. All materials used on the project shall be approved by the Contracting Officer Representative

(COR) before use. Any changes/substitutes on material shall be approved by COR before proceeding.

iv. All materials shall be stored in a proper manner and protected from natural elements so as to avoid contamination, damage, or deterioration.

D.1.7 Site Clearance and Cleanup

i. The Contractor shall clear away all debris and excess materials accumulated at the site and dispose of it away from the premises daily, maintaining a neat site condition.

ii. Upon project completion, the Contractor shall remove all surplus materials and leave the site in a broom clean condition.

D.1.8 Workmanship

Workers working on the site shall be skilled in their job and have relevant job experience.

D.1.9 Working Hours

1. Working hours shall be from 08:00 A.M. to 18:00 P.M. from Monday to Sunday.

D.1.10 Safety procedures

Scope and Application

Contractor must meet with POSHO or representative before each phase of work begins to discuss safety concerns and agree upon appropriate PPE, methodology, and risk mitigation plans.

Within 3 days of contract award the contractor shall submit a comprehensive safety plan.

The plan will identify all hazards associated with each portion of the project schedule. It shall include mitigation strategies, procedures, and PPE requirements to be followed by contracting staff. This plan must be approved by the CO/COR prior to commencement of any work.

Contractor shall acknowledge POSHO authority to specify methods and safety equipment, and monitor the work until complete, approved, and shut down.

Within 3 days of contract award the contractor shall submit a comprehensive emergency response plan. This plan will always include procedures and materials available onsite for first aid. The plan shall also include ambulance and local emergency room/hospital contact information. The plan shall identify where and how the contractor will transport injured personnel for care. It will also include a statement of how the contractor plans to pay for care received at local facilities. This plan must be approved by the CO/COR prior to commencement of any work.

These documents apply to all Contractors and sub-Contractors working at or on American

Embassy property owned or leased as specified in the scope of work. While working on U.S.

Government projects the Contractor or sub-Contractor are responsible for maintaining an agreed upon and approved level of safety for the workers and the public.

D.1.11 This basic requirement is as follows:

The contractor shall provide and maintain work environments and procedures which will safeguard the public and Government personnel, property, materials, supplies, and equipment exposed to contractor operations and activities; avoid interruptions of Government operations and delays in project completion dates; and control costs in the performance of this contract. For these purposes, the contractor shall:

1.11.1 Provide appropriate safety barricades, signs, and signal lights.

1.11.2 As applicable, comply with the OBO/CFSM Division 1, Section 013525

Construction Safety and Occupational Health standards as referenced in:

i. The latest edition, U.S. Army Corps of Engineers (USACE) Safety and

Health Requirements Manual, EM 385-1-1 dated 30 November 2014. This document is available at the U.S. Government Printing Office, Washington, D.C.

ii. NFPA Code 241, Standard for Safeguarding Construction, Alteration, and

Demolition Operations.

iii. ANSI A10 Series Standards for Safety Requirements for Construction and

Demolition.

iv. NFPA Code 51B, Standard for Fire Prevention during Welding, Cutting, and Other Hot Work.

v. NFPA 10, Standard for Portable Fire Extinguishers.

vi. NFPA 70, National Electrical Code

vii. Department of State, Office of the Procurement Executive, PIB # 2015-05, Combating Trafficking in Persons.

1.11.2.1 Ensure that any additional measures the contracting officer determines to be reasonably necessary for this purpose are taken.

1.11.2.2 Proper Protective Equipment will be worn by workers while in any work area or while performing tasks that create hazards for workers. The requirements listed below are minimum requirements and may be supplemented or added to by the

POSHO.

1.11.2.3 Safety glasses will be worn while performing the following

i. Drilling

ii. Chiseling, chipping

iii. Wood working, metal working

1.11.2.4 Hearing protection will be provided for all those who operate loud power tools and equipment. Hard hats will be worn in areas where falling objects are a hazard.

1.11.2.5 Gloves will be worn for cleanup and removal of work area waste and materials. i. Proper footwear will be worn by all workers, including safety shoes.

1.11.2.6 Electrical issues.

i. All power cords and power taps will be wired appropriately, leaving no exposed wires that are live or could come in contact with staff or other personnel.

ii. While working on electrical systems proper lockout/tag-out procedures will be followed, and the circuit being worked on will be de-energized (turned off at the main breaker).

iii. Power cords and temporary power will be GFCI protected and shall not be placed in areas that are prone to flooding or are wet, (i.e., running through puddles on the floor).

iv. Equipment will be plugged into a standard GFCI-protected receptacle and not wired directly into power taps.

1.11.2.7 Waste cleanup and removal. All excess or waste materials will be removed from the site at the close of each workday. Debris will be removed to include food bags and containers. Staging of materials shall be in an agreed upon location.

1.11.2.8 Safety meetings shall occur at least once a week with at least one Embassy staff member present, unless otherwise approved.

1.11.2.9 Records. The contractor shall maintain an accurate record of exposure data on all accidents incident to work performed under this contract resulting in death, traumatic injury, occupational disease, or damage to or theft of property, materials, supplies, or equipment. The contractor shall report this data in the manner prescribed by the contracting officer.

1.11.2.10 Subcontracts. The contractor shall be responsible for its subcontractors' compliance with this clause.

1.11.2.11 Notification. The contracting officer shall notify the contractor of any non-compliance with these requirements and the corrective actions required. This notice, when delivered to the contractor or the contractor's representative on-site, shall be deemed sufficient notice of the non-compliance and corrective action required. After receiving the notice, the contractor shall immediately take corrective action. If the contractor fails or refuses to take corrective action promptly, the contracting officer may issue an order suspending all or part of the work until satisfactory corrective action has been taken. The contractor shall not be entitled to any equitable adjustment of the contract price or extension of the performance schedule on any suspension of a work order issued under this clause.

D.2 NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the

Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly and not more than two (2) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

D.3 LIQUIDATED DAMAGES - CONSTRUCTION (APR 1984)

If the Contractor fails to complete the work within the time specified in the contract, or any extension, the Contractor shall pay to the Government as liquidated damages, the sum of one percent (1%) for each calendar day of delay.

D.4 EXECUSABLE DELAY

The Contractor will be allowed time, not money, for excusable delays as defined in FAR 52.249-

10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the

United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

D.5 WARRANTY

The contractor shall guarantee that all work performed will be free from all defects in workmanship and materials and that all installation will provide the capacities and characteristics specified. The contract further guarantees that if, during a period of one year from the date of the certificate of completion and acceptance of the work, any such defects will be repaired by the Contractor at his expenses.

D.6 BILLS OF QUANTITIES (BOQ)

S/N

ITEM OF WORK QUANTITY UNITS

MATERIAL COST

LABOR AND

EQUIPMENT

COST TOTAL

PER UNIT SUBTOTAL PER UNIT SUBTOTAL

Thoroughly Interior Painting including but not limited to all block works, metal and wood works where available m² 2000

Old furniture disassembling and Installing New furniture (Workstations).

each 208

3 Floor Carpet Tiles installation m² 3000

Erection of new dry walls partitions as instructed in the SOW.

m² 130

Provide as built detail design drawings for the new dry partition.

Lot 1

Provide as built detail design drawings of the new lactation room (Millwork/plumbing)

Lot 1

Civil and building works arise from Electrical and Telecom installation.

Lot 1

Subtotal - Labor and Materials

Taxes (18%)

DBA Insurance

TOTAL PROJECT COST

APPENDIX 1

NEW FURNITURE FLOOR PLANS DRAWING

TO BE PROVIDED AT THE SITE VISIT