SOW for Heat Pump Installation _ 370 Mackenzie str.pdf

U.S. Department of State • Office of Facility Management Embassy of the United States of America in South Africa

877 Pretorius Street • Arcadia, Pretoria, South Africa • 0083

STATEMENT OF WORK

PROJECT TITLE: Replacement of 1000L Water Boiler with Heat Pumps at 370 Mackenzie Street, Brooklyn, Pretoria, 0011

I confirm acknowledgement of this Statement of Work and the requirements therein.

CONTRACTOR PRINT NAME: ____________________________________________ DATE: ______________________

CONTRACTOR SIGNATURE: _____________________________________________

Contractor Initials: _________

Statement of Work • Replacement of 1000L Water Biler with Heat Pumps at 370 Mackenzie Street, Brooklyn, Pretoria, 0011

Table of Contents

1. Task Order Title 03

2. Introduction 03

3. Background 03

4. Current Environment 03

5. Objectives 03

5.1. Technical Objectives 03

5.2. Service Objectives 03

5.3. Security Objectives 04

6. Scope 04

7. Specific Requirements 04

7.1. Task Description 04

7.2. Key Deliverables, Milestones, and Schedule 04

7.3. Government Furnished Equipment & Information (GFE/GFI) 04

7.4. Other Pertinent Information & Special Considerations 04

8. Constraints 05

8.1. Access Control 05

8.2. Safety & Health 05

8.3. Accessibility 06

8.4. Confidentiality & Privacy 06

9. Contract Type 06

10. Period of Performance 07

11. Place of Performance 07

12. Points of Contact 07

13. Contractor Performance, Appearance, and Conduct 08

14. General Notes 08

15. Drawings DCMR 09

15. Drawings CMR 10

Statement of Work • Replacement of 1000L Water

1. Task Order Title

Replacement of 1000L Water Boiler with Heat Pumps

2. Introduction The United States Department of State (also known as the “Department of State”) is pursuing the acquisition of a comprehensive heating system upgrade at 370 Mackenzie Street, Brooklyn, Pretoria.

This project involves replacing an existing water boiler with modern heat pump technology to improve energy efficiency and operational performance.

This Statement of Work (SOW) issued by the Department of State describes the goals expected to be achieved regarding the disconnection, removal, installation, and transportation of heating equipment in compliance with applicable South African National Standards (SANS).

3. Background This project focuses on upgrading the heating system by replacing the existing 1000L, 12kW, three-phase water boiler (Model: XS 200, Serial No: 6717-03-2024) with advanced WWK304ZA heat pumps. The goal is to improve operational efficiency, reduce energy consumption, and comply with South African standards SANS 10252, 10254, and 10142.

4. Current Environment The Department of State operates maintenance facilities at 370 Mackenzie and 357 Victoria Street, where reliable hot water supply is critical for residential and office operations. Current infrastructure includes legacy water boilers that are reaching the end of their service life. Upgrading to heat pumps aligns with organizational sustainability initiatives to reduce energy usage and maintenance costs. Budget and scheduling constraints require coordinated execution with minimal disruption. Related projects include ongoing maintenance, and equipment upgrades at the sites involved.

5. Objectives The objective of this SOW is to acquire and install a new heat pump heating system to replace the existing water boiler at 370 Mackenzie and to manage the relocation and disposal of the removed boilers in coordination with FAC technicians.

5.1 Technical Objectives

Disconnect and remove the existing 1000L water boiler safely.

Supply and install four SANS-compliant heat pumps with verified operational efficiency.

Ensure all installations meet SANS 10252, 10254, and 10142 standards.

5.2 Service Objectives

Perform all disconnections, installations, and transportation without damage to existing structures or systems.

Provide timely project reporting and final acceptance documentation.

5.3 Security Objectives

Ensure all site work complies with Department of State security protocols and safety standards.

Control access during equipment removal and installation phases to authorized personnel only.

Statement of Work • Replacement of 1000L Water

6. Scope This task order covers the disconnection and removal of one 1000L water boiler at 370 Mackenzie Street, the supply and installation of four heat pumps to replace the boiler, transportation of the removed boiler to 357 Victoria, and coordination with FAC for the disconnection and disposal of the existing boiler at 357 Victoria.

The effort involves mechanical, electrical, and logistical tasks, requiring compliance with applicable South African standards and safety regulations.

7. Specific Requirements

7.1 Task Description

Task 1: Disconnection and removal of the existing 1000L water boiler at 370 Mackenzie.

Task 2: Supply and installation of four heat pumps compliant with SANS standards.

Task 3: Transportation of the removed boiler from 370 Mackenzie to 357 Victoria.

Task 4: Coordination with FAC to disconnect boiler No. 2 at 357 Victoria, transport it to designated disposal and install boiler No. 1 at 357 Victoria.

Task 5: Project management including timeline submission, progress reporting, final inspection, and sign-off.

Task 6: Supply and installation of all copper pipes and fittings. Use only class 2 copper pipes, 25mm and 35mm Copper pipe and fittings. All pipes and fittings must be approved by SANS 10252-1:2004 (edition 2).

Perform pressure test and leak test to ensure no leaks and withstand pressure. No expansion tank is necessary, as water pressure is controlled by 400kpa pressure regulator. No instant water heater is to be installed. Boiler No. 2 must not be cut but taken away for disposal to avoid hazardous materials exposure.

7.2 Key Deliverables, Milestones and Schedule

Disconnection and removal were completed without damage.

Heat pumps installed and commissioned.

Boilers were transported and installed as required.

Progress reports submitted weekly or as agreed.

Final project sign-off upon successful inspection.

The project schedule will be finalized during the initial site visit.

7.3 Government Furnished Equipment & Information (GFE/GFI)

FAC will provide access to boiler No. 2 at 357 Victoria and assist with its disconnection and reinstallation activities.

7.4 Other Pertinent Information & Special Considerations

Coordination with FAC technicians is required for seamless handover and equipment handling.

Contractor travel includes site visits between 370 Mackenzie and 357 Victoria, Pretoria.

All site activities must minimize disruption to ongoing Department operations.

8. Constraints All work must strictly adhere to the latest SANS 10252, 10254, and 10142 standards.

Contractor must comply with Department of State site security and safety policies.

Work to be scheduled to avoid interference with Department operational hours and activities.

Environmental and waste disposal regulations must be followed for boiler disposal.

8.1 Access Control

Statement of Work • Replacement of 1000L Water Biler with Heat Pumps at 370 Mackenzie Street, Brooklyn, Pretoria, 0011 All personnel performing work under this task order must comply with Department of State security regulations, including but not limited to controlled site access, identity verification, and escort requirements where applicable. Access to the sites is subject to Department security protocols and may require background checks or security clearances.

8.2 Safety & Health

All contractors and subcontractors performing duties on behalf of the U.S. Government at U.S. Government-held sites are required to do so safely and healthfully. This is in accordance with South African law via the Occupational Health and Safety Act 85 of 1993 and American regulations via the U.S. Army Corps of Engineers’ EM 385-1-1: Safety and Occupational Health Requirements (accessible at https://www.publications.usace.army.mil/USACE-Publications/Engineer-Manuals/) and U.S. Mission South Africa’s Mission Policy P-070B-24, Safety Requirements for Contractors & Subcontractors. The U.S. Embassy Pretoria Post Occupational Safety & Health Officer (POSHO) must ensure strict compliance with current safety regulations as well as the overall health and safety of personnel, avoiding any damage or injury. The Contractor must accept all legal requirements and/or regulations currently enforced concerning safety for staff, technicians, other workers, and the public whom the work may directly or indirectly impact.

Contractors must submit a detailed, site-specific safety plan for POSHO review as part their tender documents, addressing hazard mitigation and control methods. The safety plan, which must always be accessible at the U.S. Government-held work site, must address the following requirements:

• General Safety

• Barricading and Warning Signs

• Personal Protective Equipment

• Safety Inspections

• Hand & Power Tool Safety

• Emergency Response

• High-Risk Work

• Electrical Safety

• Fall Protection

• Scaffolding

• Hazard Communication & Chemical Substances Safety

• Lifting Loads, Use of Cranes, or Elevating Work Platforms Safety

• Welding & Open Flame Operation Safety

• Confined Spaces Safety

The following items are generally included in the site-specific safety plan:

• Contractor appointment letter

• Agreement between Client and Contractor

• Notification of construction work [if applicable]

• Copy of the Occupational Health and Safety Act 85 of 1993

• Occupational Health and Safety Policy [company-specific]

• Occupational Health and Safety Management Plan [company-specific]

• Letter of Good Standing

• Safety Data Sheets [for all chemicals and hazardous materials, where applicable]

• Tax clearance certificate

• Risk assessments

• Safe work procedure [site-specific]

• Fall protection plan [site-specific, where applicable]

• Legal appointments (e.g., CEO, Risk Assessor, First Aider) [must include proof of training] https://www.publications.usace.army.mil/USACE-Publications/Engineer-Manuals/

Statement of Work • Replacement of 1000L Water Biler with Heat Pumps at 370 Mackenzie Street, Brooklyn, Pretoria, 0011

• Incident reporting procedures

• Emergency preparedness documents

• First aid documents

• Site-specific list of employees [must include proof of training and issued protective equipment]

• Log of incident reports and accidents

Contractors who are awarded a contract, blanket purchase agreement, or purchase order to conduct work on behalf of the U.S. Government at its work sites are required to attend the Contractor Safety Awareness at U.S.

Government Work Sites training session.

Inquiries concerning contractor safety requirements at U.S. Government work sites can be directed to the U.S. Embassy Pretoria Safety Office at PretoriaPOSHO@state.gov.

8.3 Accessibility

All work performed shall comply with applicable accessibility laws and standards, ensuring safe and accessible work environments in accordance with local and national regulations.

8.4 Confidentiality & Privacy

Contractors shall safeguard any sensitive information encountered during the execution of this order in accordance with Department of State privacy policies and applicable data protection laws. All information gathered shall be treated as confidential unless explicitly released by authorized personnel.

9. Contract Type

The Department of State will seek to acquire the deliverables and/or services outlined in this SOW as part of a Service Contract.

10. Period of Performance The project will commence immediately upon receipt of the Purchase Order (PO) from the Department of State. The entire project is expected to be completed within two weeks (ten working days) from the start date.

Work Schedule:

- Monday to Thursday: 08:45 to 17:15

- Friday: 07:45 to 12:45

The contractor is required to adhere strictly to these working hours. Any deviation or request for schedule adjustments must be approved by the Department of State in advance.

11. Place of Performance All deliverables and/or services outlined in this SOW shall be conducted at the following locations:

370 Mackenzie Street, Brooklyn, Pretoria, 0011 357 Victoria Street, Pretoria

12. Points of Contact

Statement of Work • Replacement of 1000L Water Biler with Heat Pumps at 370 Mackenzie Street, Brooklyn, Pretoria, 0011 Contracting Officer (CO) Name: Katherine Reilly Phone: 010-141-2479 Email: ReillyKA@state.gov

Procurement Specialist Name: Jenny Kriek Phone: 010-141-2483 Email: KriekJX@state.gov

Contracting Officer’s Representative (COR) Name: Robert E Tshabalala Phone: 012 431 4358 / 079 111 6868 Email: TshabalalaRE@state.gov

Facility Manager Name: Nicholas Karklins Phone: 012-431-4375 Email: KarklinsNS@state.gov

13. Contractor Performance, Appearance, and Conduct

1. The Contractor shall take all steps necessary to maintain a line of communication with the

Department of State so as to afford optimum deliverables and services under the terms of this SOW. Throughout the effective period of the SOW, the Department of State shall maintain its authority to determine work priorities.

2. The Contractor’s employees shall maintain a neat, professional appearance that is commensurate with the tasks being performed on behalf of the Department of State and the U.S. Government.

3. The Contractor shall ensure that its employees receive all necessary training to ensure work is accomplished in a manner that complies with local and national laws, applicable industry and safety standards, regulations and codes, and does not pose a threat to the safety and/or welfare of either the Contractor’s employees, personnel representing the Department of State, or the public.

4. The Contractor shall ensure be accountable for its assigned spaces, supplies, parts, and materials that are the property of the Department of State and shall be responsible for any and all damage to or loss of same. The Contractor is responsible for maintaining all assigned space in a clean and orderly manner.

5. As directed by the COR, the Contractor will take all necessary action to minimize periods when equipment is out of service. Such action may include rescheduling planned work or the temporary use of additional Contractor personnel onsite to meet workload requirements.

14. General Notes

Statement of Work • Replacement of 1000L Water

1. The Contractor shall take all steps necessary to maintain a line of communication with the Department of State so as to afford optimum deliverables and services under the terms of this SOW. Throughout the effective period of the SOW, the Department of State shall maintain its authority to determine work priorities.

2. Contractor qualifications for this scope of work is limited to firms, companies, and/or principals specializing in said work with no less than five (5) years of documented, successful experience.

3. Normal working hours are 08:00 to 17:00 Monday through Friday, except for holidays recognized by the Governments of the United States of America and Republic of South Africa, respectively.

4. Parking is very limited in availability. The Contractor shall consult with the COR on any parking requirements.

Diagram Description

1. Water Supply Line: Main source of water.

2. Bypass Valves: Allow isolation or maintenance of tanks.

3. Water Storage Tanks: Two tanks for storing water.

4. DAB Booster Pump: Increases water pressure.

5. Three-Stage Filter System with UV Light: Filters and disinfects water.

6. Bypass Valves: Allow isolation or maintenance of filter system.

7. Pressure Regulator (600 kPa): Controls water pressure.

8. Expansion Tank: Absorbs excess pressure.

9. Heat Pumps (4 in Series): Heats water.

10. To House: Supplies hot and cold water to the house.

Legend:

• Blue Line: Cold water

• Red Line: Hot water

[Water Supply]

Statement of Work • Replacement of 1000L Water Biler with Heat Pumps at 370 Mackenzie Street, Brooklyn, Pretoria, 0011 v

[Bypass Valves] v v v

[Tank 1] [Tank 2] v

[DAB Booster Pump] v

[3-Stage Filter + UV Light]

[Bypass Valves] v

[Pressure Regulator 600kPa] v

[Expansion Tank] v

| Heat Pump 1 -> Heat Pump 2 -> | | Heat Pump 3 -> Heat Pump 4 | v

[To House]

[Cold] [Hot] Flow Explanation Cold Water: Flows from the supply, through tanks, pump, filters, regulator, expansion tank, and into the heat pumps.

Hot Water: Exits the last heat pump and goes to the house.

Cold Water Line: Is branched off before the heat pumps to supply cold water to the house.

Statement of Work • Replacement of 1000L Water

DCMR

Statement of Work • Replacement of 1000L Water

Boiler No: 1 Image: 1

Boiler No: 1 Image: 2

Boiler No: 1 Image: 3

Boiler No: 1 Image: 4

Boiler No: 1 Image: 5

Statement of Work • Replacement of 1000L Water

END OF STATEMENT OF WORK

Boiler No: 2 Image: 1

Boiler No: 2 Image: 2

Boiler No: 2 Image: 3

Statement of Work • Replacement of 1000L Water