SOW Light Fixture Replacement-1 (1).pdf

U.S. Embassy Zagreb

Chancery Light Fixture Replacement Project

STATEMENT OF WORK

FOR CONTRACTOR SUPPLIES AND SERVICES

Project Title: Chancery Light Fixture Replacement Project

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STATEMENT OF WORK

5.0 GENERAL

1.1 The United States Government (US Government) requires the services of a contractor to replace light fixtures in the U.S. Embassy Zagreb, Thomasa Jeffersona 2, 10000 Zagreb (Chancery Building). The work includes removing existing light fixtures, installation of the new light fixtures, testing the new equipment, and training staff how to operate and maintain the equipment.

1.2 The Contractor shall provide all necessary managerial, administrative and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the services defined in this Statement of Work. The Contractor shall provide the services of qualified, trained, and certified technicians to perform the required installation.

1.3 Light Fixture Replacement services shall be performed in the General Work Areas

(GWA) & Public Access Areas (PAA) at Post.

1.4 Light Fixture Replacement Services shall be performed in the Controlled Access Areas (CAA) Restricted spaces at Post.

1.5 Additional clearance and security provisions are required to access and work in these spaces.

1.6 Additional document security classification provisions are required. See Attachment A for additional details.

1.7 Light Fixture Installation Services shall be performed in and/or serving the CAA Core spaces at Post.

1.8 Additional clearance and security provisions are required to access and work in these spaces.

1.9 Additional document security classification provisions are required. See Attachment A for additional details.

1.10 All work shall be accomplished in a manner which conforms to the intent of all applicable IBC, ASHRAE, NFPA/NEC, U.S. EPA, and DOS policy, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these tasks; and leaves the areas safe for occupancy.

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6.0 OBJECTIVES

The awarded contractor will perform all work necessary to accomplish the preparation, execution, and completion processes for the removal of existing fluorescent light fixtures and installation of the new LED fixtures in Chancery building.

Voltage in the building is 230V/50Hz.

Attachment B of this document contains the list of fixtures.

Contractor’s proposals shall include a detailed table of proposed devices/materials (including name of manufacturer, brand, technical spec sheet, model name, and intended use of each of the devices/materials proposed).

7.0 PRE-AWARD INFORMATION

7.1 SITE VISITS

A. All interested bidders can visit the project site at their expense prior to submission of a project proposal.

B. All interested bidders may inspect the site during the scheduled site visit and observe the existing conditions to prepare an accurate bid.

C. Each interested bidder must have received and reviewed the SOW before the site visit.

D. There will be no changes to the SOW based on the site-visit.

7.2 PRICING

This is a firm fixed price contract payable entirely in USD. Prices for all Contract Line Item Numbers (CLIN) shall include all costs associated in accordance with this scope of work. No additional sums will be payable for any escalation in the cost of materials, equipment, or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

The Contractor shall provide pricing for the services shown below, including all costs associated in accordance with this scope of work.

CLIN Description Total ($)

001 Removal of existing light fixtures and installation of new

002 VAT (if applicable) 003 DBA Insurance Total Cost of Project:

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7.3 REQUIREMENTS FOR THE TECHNICAL EVALUATION OF PROPOSALS

Each offeror shall submit a Technical Proposal to be reviewed by a Technical Evaluation Panel (TEP) which includes the following information:

A. Performance Schedule and Business Management/Technical Proposal

1. Each offeror shall submit a performance schedule in the form of a "Gantt bar chart" indicating when the work's various phases will be commenced and completed, defining clearly the duration of each phase and of the entire project.

2. This Gantt chart shall be in sufficient detail to clearly show each segregated phase of work and its planned commencement and completion date.

B. Proposed Work Information

1. A list of the names, addresses, and telephone numbers of the offeror's owners, partners, and principal officers.

2. The name and address of the offeror's field superintendent for this project.

3. A list of the names, addresses, and telephone numbers of subcontractors and principal material suppliers to be used on the project, indicating what portions of the work they will perform.

C. Qualifications and Certifications:

1. Identify project team for Contractor, including resumes demonstrating history with similar projects of similar or greater magnitude and scope.

2. Contractor Certificates: Manufacturer's authorized representative trained and approved for installation of units required for this Project and are Certified Technology Specialists (CTS and CTS-D), with minimum 5-years industry experience. Provide factory-training certificates for Installers that correspond to work for this project.

3. Qualification for Engineers for Digital Signal Processing (DSP) Software and Control Products: Factory-trained and certified engineer for DSP Software and control product for product lines included in this project, including for training and service. Submit certificates and credentials.

4. Be an authorized reseller of proposed equipment.

5. Must have the necessary permits and licenses to perform this type of work in

Croatia.

6. GSA Contract number if applicable.

7. Adherence to FAR 52.204-24 through 26 regarding covered telecommunications equipment (The National Defense Authorization Act of 2019 (Section 889)).

8. Adequate financial resources or the ability to obtain them.

9. Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments.

10. Satisfactory record of integrity and business ethics.

11. Necessary organization, experience, and skills or the ability to obtain them.

12. Necessary equipment and facilities or the ability to obtain them; and

13. Be otherwise qualified and eligible to receive an award under applicable laws

Chancery Light Fixture Replacement Project. Page 5 of 23 and regulations.

D. Experience and Past Performance

1. Identify three similar projects of the same or greater magnitude and scope within last five years. Include statement that Contractor was actively involved in those projects. Provide the following information for each contract and subcontract:

a. Customer's name, address, and telephone numbers of customer's lead contract and technical personnel.

b. Contract number and type.

c. Date of the contract award, place(s) of performance, and completion dates.

d. The contract value.

e. A brief description of the work, including responsibilities.

f. Any litigation currently in process or occurring within the last five years.

E. Product and Material Specifications

1. Each offeror shall provide description and specifications for each proposed material, product, or equipment.

a. The offeror must demonstrate in their project proposal that all materials, equipment, tools, and specifications adhere to the requirements of the SOW and associated contract documents.

b. Each offeror shall provide manufacturers Product Data Sheets for all products indicated in SOW and attached drawings.

7.4 NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten

(10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

7.5 SITE VISIT AFTER AWARD

A. The awarded contractor shall have the opportunity to visit the project site before the commencement of work to inspect existing conditions or as otherwise needed.

B. Conditions existing at the time of inspection for bidding purposes will be maintained by the US Government as far as practical.

8.0 GENERAL CONDITIONS

8.0 HOURS OF PERFORMANCE

Normal Embassy hours are from 08:00 to 16:30, Monday through Friday. The Contractor shall perform all work outside those hours in order to minimize the

Chancery Light Fixture Replacement Project. Page 6 of 23 disruption of the Mission’s operation unless otherwise agreed by the COR. Work schedules shall be coordinated with the COR. Embassy keeps the right to stop the work during official events or delay the start of work on any day.

8.1 MATERIALS, EQUIPMENT, TOOLS, AND SPECIFICATIONS

A. The COR must approve in writing all product or material substitutions or deviations from the SOW and associated contract documents.

B. The contractor shall provide a complete list of all materials, products, and equipment prior to the commencement of work for COR approval.

C. The contractor shall deliver a detailed acquisition plan and material delivery schedule prior to the commencement of work for COR approval.

D. Contractor's furnished labor and materials shall include, but are not limited to all labor, material, hand tools, electrical tools, mechanical - pneumatic equipment, safety equipment, personal protective equipment, vehicles, consulting, etcetera. in the amounts required to comply with the project schedule and to professionally and satisfactorily complete and deliver a high-quality product and service.

1. The contractor shall be responsible for their materials, tools, equipment, etcetera.

8.2 SUBSTITUTIONS

A. Substitutions for Cause: Submit requests for substitution immediately upon discovery of need for change, but not later than 5 days prior to time required for preparation and review of related submittals.

1. Conditions: The COR will consider Contractor's request for substitution when the following conditions are satisfied. If the following conditions are not satisfied, the COR will return requests without action, except to record noncompliance with these requirements:

a. Requested substitution is consistent with the Contract Documents and will produce indicated results.

b. Substitution request is fully documented and properly submitted.

c. Requested substitution will not adversely affect Contractor's construction schedule.

d. Requested substitution has received necessary approvals of authorities having jurisdiction.

e. Requested substitution is compatible with other portions of the Work.

f. Requested substitution has been coordinated with other portions of the

Work.

g. Requested substitution provides specified warranty.

h. If requested substitution involves more than one contractor, requested substitution has been coordinated with other portions of the Work, is uniform and consistent, is compatible with other products, and is acceptable to all contractors involved.

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B. Substitutions for Convenience: The COR will consider requests for substitution if received within 5 days after commencement of the Work. Requests received after that time may be considered or rejected at discretion of the COR.

1. Conditions: The COR will consider Contractor's request for substitution when the following conditions are satisfied. If the following conditions are not satisfied, the COR will return requests without action, except to record noncompliance with these requirements:

a. Requested substitution offers US Government a substantial advantage in cost, time, energy conservation, or other considerations, after deducting additional responsibilities US Government must assume.

b. Requested substitution does not require extensive revisions to the Contract Documents.

c. Requested substitution is consistent with the Contract Documents and will produce indicated results.

d. Substitution request is fully documented and properly submitted.

e. Requested substitution will not adversely affect Contractor's construction schedule.

f. Requested substitution has received necessary approvals of authorities having jurisdiction.

g. Requested substitution is compatible with other portions of the Work.

h. Requested substitution has been coordinated with other portions of the

Work.

i. Requested substitution provides specified warranty.

j. If requested substitution involves more than one contractor, requested substitution has been coordinated with other portions of the Work, is uniform and consistent, is compatible with other products, and is acceptable to all contractors involved.

5 Materials and Equipment

5.1 The list of light fixtures is in Attachment B.

5.2 The Contractor shall obtain the approval of a Procurement Plan and/or a Shipping Plan from the Post Facility Manager prior to undertaking either activity.

5.3. All parts, materials, components, equipment, systems, and products furnished by the Contractor shall be new, unused and shall not be remanufactured in any manner.

5.4. The Contractor shall ship all materials and equipment in accordance with current Government regulations governing carrier usage (contact Post General Service Officer (GSO) for specific entry guidance).

5.5. The Contractor shall deliver all materials and supplies to the site in the original packaging bearing the name of the manufacturer and details for proper storage and usage.

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The Contractor shall pack all project materials and equipment to protect them from damage that can be caused by shipment, transit and rough handling. Damaged or deteriorated materials and supplies must be promptly removed from the premises and new materials and supplies sent to Post to replace the damaged or deteriorated materials and supplies.

5.6. The Contractor shall complete a line-item inventory for materials received and validate that received materials are correct.

5.7. The Contractor shall furnish to the Post Facility Manager a line-item list of material ordered (to include quantities and cost) and a line item receiving report of material received by the Contractor (to include quantities and cost) prior to shipment of any material to Post.

5.8. The Contractor shall furnish to the Post Facility Manager a line-by-line packing list (to include quantities and cost) of materials being shipped to Post by the Contractor.

5.9. The Contractor shall submit to the Post Facility Manager MSDS sheets for all HAZMAT. The Contractor shall pack HAZMAT per DOT requirements and provide line-item inventory and packing list(s) for all packages containing HAZMAT.

5.10. Upon arrival at Post, storage of all materials will be subject to security restrictions and inspections in accordance with Diplomatic Security (DS) mandated requirements.

5.11. The Contractor shall securely procure all materials destined for use in the CAA Restricted and CAA Core Spaces. Personnel involved in the procurement process of CAA Restricted and CAA Core materials, specifically all coordination with potential vendors, choice of vendor, issuance of orders and coordination of deliveries to the Contractor’s Consolidated Receiving Point (CRP), if applicable, must possess SECRET clearances. Secure procurement may not be accomplished by un-cleared individuals. Secure procurement shall be accomplished by not disclosing the Post name, location or project for which the items are ordered to any un-cleared vendor. Vendors will not be informed of the ultimate destination or that the materials are destined for installation in CAA Restricted or CAA Core spaces.

5.12. All materials and equipment destined for CAA Restricted and CAA Core spaces shall be shipped using secure transport modes.

5.13. The Contractor shall establish a Consolidated Receiving Point (CRP), or utilize an existing DS approved CRP, to receive, stage, store and ship all secure materials.

5.14. Shipping plans for secure materials, those which will be installed in CAA Restricted and CAA Core spaces, shall identify the Consolidated Receiving Point (CRP) to be utilized by the Contractor.

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6 WORK TO BE PERFORMED

A. All project work is to be performed per this SOW, and any attached quantity surveys, drawings, photos, project specifications, or other attachments as indicated.

B. The work must be performed in the following phases:

1. The awarded contractor will perform all work necessary to prepare the site and work area for execution and completion of the work. Including but not limited to the following:

a. Survey existing conditions and dimensions to coordinate with requirements indicated and to determine extent of work and space required.

b. Define and limit the laydown area for debris and tools.

c. Define and limit space where existing furniture and/or equipment will be moved and stored during the period of work.

d. Inventory and record all items to be removed and salvaged.

e. Temporarily relocate the existing to the designated space approved by the

Contracting Officer’s Representative (COR). Removed items should be saved in a suitable, protected storage location during demolition. Stored items shall be reinstalled in their original condition and locations after demolition and construction operations are complete.

f. Provide temporary barricades and other protection required to prevent injury to people and damage to adjacent building and facilities to remain.

g. Delimitate and protect the work area with plastic cones, caution tape, stanchions, barriers etcetera, or as otherwise necessary to ensure only personnel wearing protective safety equipment access the workspace.

h. Place caution signs in both English and Croatian at the entrance of all work areas.

i. Provide sailcloth (or equivalent) and plywood for the mixing of construction materials, placing it near the working area, to ensure the site is kept clean, organized, and safe.All installation must comply with codes mentioned before.

j. All wiring and conduits must be concealed maintaining the integrity of the finishes and aesthetics. No exposed conduits, wiring, Panduit, or similar are allowed.

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7 Project Specific Requirements:

7.1 General requirements

2. The contractor shall perform daily cleaning of the work area.

a. The designated work area is the only assigned space/shop for the contractor to prepare materials. This area shall be kept clean, organized, and safe.

3. The contractor shall provide all labor, equipment, and materials to complete the project and ensure that it has adequate resources to successfully manage and deliver this project on-time and within the quoted amount.

4. All applicable permits shall be requested and managed by the contractor with the appropriate authority having jurisdiction (AHJ) and all entities related to have the official authorization to perform the work. Permits shall be delivered to COR prior to the commencement of work.

5. The contractor shall use all necessary precautions to maintain safety in the workplace.

a. In addition to daily cleaning, the contractor shall remove any debris/garbage weekly off the property compound.

b. The contractor must follow and meet all US and local construction codes, regulations, procedures, and OSHA Safety Standards & OSHA Regulations available at www.osha.gov.

c. The contractor must meet the applicable technical criteria codes for all current regulations "applicable to the project," including:

i. International Building Code (IBC),

ii. International Fire Code (IFC),

iii. International Mechanical Code (IMC),

iv. National Electrical Code (NEC) and

v. All other applicable Local Codes. Code books are available online, in bookstores, and in libraries.

7.2 Contractor's Personnel

1. There will be no employer employee relationship between the US

Government and the contractor's personnel.

2. The contractor shall provide skilled and qualified personnel able to fulfill all project requirements. Including but not limited to general project personnel, managers, supervisors, trades workers, and technicians.

3. The contractor shall designate an English-speaking Project Manager who shall be responsible for the project's overall management and shall represent the firm and be the point of contact for the COR.

4. The contractor shall designate an English-speaking Site Supervisor who shall be responsible for on-site supervision and shall always be present on-site during work periods for the full project duration.

5. The Project Manager shall maintain a daily logbook of work activities and personnel, attend all working meetings, and prepare meeting minutes.

6. The Project Manager shall supervise all personnel assigned by the contractor

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7. Subcontractors may only be employed with the express written consent of the

COR

7.3 US Government Furnished Materials/Equipment/Services:

There are no materials provided by the US government for this project.

1. The US Government shall provide electrical power within the working area.

2. The US Government will provide secure storage area for tools. The contractor shall remove all tools and equipment from the building after each phase is completed and keep any remaining equipment and supplies locked when not in use.

8 PROJECT SECURITY

1. If there is an assigned escort(s), the escort(s) has the authority to stop work in case of a safety or security issues and shall report all such incidents to the COR and RSO.

1 All workers shall be always within the line of sight of the US Government escort.

2. No dedicated telephone service or extension will be provided to the contractor by the US Embassy. The contractor can only use the property telephone service if it is to report a critical emergency and only with the prior approval of the COR.

3. The entry of all personnel and vehicles shall only be allowed with permission of the RSO. Contractor personal and official vehicles may only enter the site with an entry permit issued by the RSO. No workers, equipment, material, or vehicles will be allowed to enter the compound or any building without COR confirmation of approval from the embassy RSO (Regional Security Office).

1 Vehicles may only access the site as necessary for loading and unloading materials or supplies. Vehicles may not remain on site after the loading or unloading of materials and supplies.

b. The contractor shall provide one week in advance a list with the full names of all persons, ID (passport, INE, Driver License) and the vehicles (brand, model, color, and plates) that will enter the site for the COR to request access approval from the RSO.

c. Workers, supervisors, managers, and drivers shall have a valid identification card to enter the building and work.

d. Access locations to the site will be indicated by the COR.

4. Contractor personnel (workers, supervisors, and managers) shall always wear and keep visible an identification badge provided by RSO.

5. No cellphones or any other electronic equipment/devices are allowed inside the building, except for cleared personnel and with permission of the RSO.

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9.0 INSPECTION AND ACCEPTANCE OF WORK

9.1 Quality assurance:

1. The contractor, not the Government, is responsible for management and quality control to meet the terms of the contract.

2. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

9.2 Inspection Reports:

1. The contractor shall institute an appropriate inspection routine that includes but is not limited to the following:

9.2.1.1.1 Develop and maintain checklists of duties to be carried out.

9.2.1.1.2 Regularly perform inspections at all work locations to determine whether work activities are being performed according to the contract requirements.

9.2.1.2 Every week, the contractor must submit project progress reports to the COR, detailing all activities accomplished during the previous work week, inspections conducted and their results, and documenting all activities scheduled for the upcoming work week.

9.2.1.2.1 The contractor shall promptly correct any reported deficiencies and/or understand conditions noted in the progress reports at no additional expense to the Government.

9.3 Project Closeout

a. 1. At the completion of work, but prior to the determination of substantial completion, the contractor shall prepare a list of known remaining items to be completed and corrected (commonly referred to as a punch list), the value of items on the list, and reasons why the work is not complete.

a. After submission of the contractor’s punch list, the COR and other US Government representatives shall perform an inspection of the work and will provide a US Government punch list, or list of deficiencies, to the contractor.

b. The contractor shall, without additional compensation, correct or revise any errors or deficiencies in its services as identified in the punch list or through other means.

c. At the completion of work, the contractor shall deliver to the COR:

1. a report with the as-built quantification of project deliverables,

2. a copy of the project logbook,

3. manuals of all equipment installed.

4. copies of manufacture’s written warranties.

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10. WORK REQUIREMENTS - 2022 OBO DESIGN STANARDS

10.1 REFERENCE STANDARDS (general guide)

A. Comply with the OBO Electrical Code (NFPA 70, “National Electrical Code” as amended by OBO).

11 SUBMITTALS

The following items shall be delivered to the COR. The US Government will review and inform the contractor if they are acceptable or reject if inadequate for contractor to revise and resubmit until approved:

Description Delivery Date

Product Data 30 calendar days after contract award

Project progress reports to the COR Weekly

Operation and Maintenance Data 5 calendar days after completion of each CLIN

Warranty management plan 30 calendar days after contract award

11.1.1 Product Data:

Manufacturer’s product information and data sheets for all equipment items.

Products and options selected in data sheets shall be clearly identified. Data sheets without identification of selections may be rejected.

11.1.2 Construction Schedule

1. After the contract award and before the project starts, the contractor shall provide a detailed project schedule of all work activities to be performed to fulfill the project requirements as described in the statement of work (SOW), drawings, and specifications. Additionally, this schedule shall include the following:

a. The schedule shall be prepared in accordance with the activities of each area where work is going to be performed.

i. Each activity shall be described according to the daily sequence of performance and specialties.

b. The schedule shall highlight all critical path items.

c. The schedule shall include the number of technicians required per activity and every change of contractor staff to enable the scheduling of required of escorts provided by the US Government.

d. The schedule shall include milestones by trade, phase, or specialty; working teams with trades and number of persons; material supply; debris removal;

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2. The COR must approve this schedule before the initiation of the work.

11.1.3 Project Safety Plan

1. After the contract award and before the project starts, the awarded contractor shall submit a safety plan for approval.

2. The contractor must hold a meeting with the Post Occupational Safety and

Health Officer (POSHO) or POSHO Assistant (APOSHO) and COR to review the approved project management safety plan and associated procedures.

1 The contractor is required to always follow the approved project management safety plan. Failure to follow the approved safety plan may result in the stoppage of work.

3. All work which has potential to generate a flame or spark (referred to as Hot Work) shall request a Hot Work Permit from the POSHO or APOSHO prior to the commencement of associated work. Hot work includes, but is not limited to the following:

a. Grinding

b. Cutting

c. Welding

d. Drilling

4. Welding of metal pieces shall be done outside the working area material be brought ready to install. If welding on site is needed, a hot permit shall be requested.

5. Energized electrical work is not permitted. All electrical shall adhere to US Government Lock-Out-Tag-Out procedures as outlined in the project approved safety plan and as instructed by the POSHO or APOSHO and COR.

11.1.4 Field quality-control test reports (See Section 10.8 Field Quality Control)

11.1.5 Closeout Submittals:

11.1.5.1 At completion of installation, provide the following information:

11.1.5.1.1 Equipment inventory listing manufacturer, model number and serial number for all equipment items furnished.

11.1.6 Operation and Maintenance Data: to include operation, maintenance manuals, and training materials. Provide hardcopy manual and electronic version. (See Section 10.9 Demonstration and Training)

11.1.7 Warranty Management Plan (See section 11.0 Warranty)

12 EXECUTION

12.1 INSTALLATION

A. General:

1. Installation includes setting in place, fastening to walls, floors, ceilings, counters, or

Chancery Light Fixture Replacement Project. Page 15 of 23 other structures where required, interconnecting wiring of system components, equipment alignment and adjustment, and other work whether or not expressly required herein which is necessary to result in complete operational systems.

2. Installation shall be performed by qualified and certified electricians.

3. Physical Installation:

Firmly secure equipment in place unless requirements of portability dictate otherwise.

4. Secure with fasteners adequate to support load from system with safety factor of at least three times total load.

5. Wire Installation:

This project is replacement of the existing light fixtures, therefore the need for running new wires is minimal. In case any new wires need to be run, it shall be done in compliance with NFPA 70/NEC.

12.2 PROTECTION

During installation, and until turnover, protect finished and unfinished work against damage and loss. In event of such damage or loss, replace or repair such work at no cost to Government.

13 WARRANTY

Contractor warrants all equipment and installation to be free of faulty workmanship, defects, improper adjustments, and from damage. Manufacturer agrees to repair, restore, or replace work and equipment that fails in materials or workmanship within specified warranty period, including all costs, parts, and labor.

The Contractor shall provide the Government with a high level of assurance that delivered building systems are free of defects, specified warranties are valid, support systems and methodologies are in place, and Government support staff has a full understanding of the continued operation and maintenance of systems.

Disclaimer Limitations: Manufacturer’s disclaimers in published product warranties shall not relieve the Contractor of Contract requirements on related product or work.

Warranty Period: 1 year from date from date of final acceptance.

The contractor must submit a warranty management plan for Government approval that includes include all required actions and documents to assure that the Government receives all warranties to which it is entitled. The plan shall be in narrative form and contain sufficient detail to render it suitable for use by future maintenance and repair personnel, whether tradesmen, or of engineering background, not necessarily familiar with this contract. Approved information and warranties shall be assembled in a binder and shall be turned over to the Government no later than the final acceptance date.

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ATTACHMENT A: ADDITIONAL SECURITY REQUIREMENTS FOR

WORK IN SECURE AREAS

1. GENERAL

1.1. This Purchase Order includes security provisions that are contained in the attached

DD Form 254, Contract Security Classification Specification, issued by the Bureau of Diplomatic Security, DS/IS/IND. Contractor must maintain a TOP SECRET Facility Clearance issued by Defense Counterintelligence and Security Agency (DCSA) for period of performance.

1.2. Public Release of Information

There shall be no press release of information or photographs, to include on company websites, concerning any aspect of the design, construction, or other services relating to this contract, or other documents resulting there from, without the written prior approval of the Contracting Officer. The contractor shall include the substance of this provision in all subcontracts hereunder.

2. PERSONNEL REQUIREMENTS

2.1. Personnel Clearances

Contractor personnel requiring unescorted access to CAA spaces at overseas posts, or access to classified information domestically or overseas, shall possess SECRET personnel security clearances issued by DCSA prior to contract performance.

2.2. Visit Authorization Requests

Visit Authorization Requests (VARs) for all cleared personnel performing on this task at DOS locations, domestically and overseas, are to be sent via e-mail to DSINDOBOVARS@state.gov (with the DS/IS/IND POC copied). A VAR is valid for 12 months; an updated VAR is required 30 days prior to the current VAR expiring.

2.3. Country Clearance for Travel to Post/Site

The Contractor must submit to the COR a Country Clearance Request (CCR) for all Contractor and all subcontractor employees visiting the site short term (less than one month) or deploying to the site long-term (in excess of one month).

CCRs shall be submitted for both cleared and uncleared personnel. The Contractor shall submit CCRs in the format required by the COR. Submission of specified form will result in official notification to the Regional Security Officer (RSO) of contractor personnel arriving at Post, dates of visit or duration of stay, purpose of visit or employee’s position with Contractor, security clearance level, and passport or other identifying information. CCRs shall be submitted to COR and the VARs

Chancery Light Fixture Replacement Project. Page 17 of 23 to DS/IS/IND at least 14 business days prior to site arrival date. Admission to Post by the RSO and appropriate badging for access are dependent upon receipt of Country Clearance Requests and VARs prior to arrival.

2.4. Standards of Conduct

Contractor personnel assigned to the contract shall observe appropriate standards of conduct and other appropriate Departmental regulations, as well as any special standards of conduct promulgated by the local embassy/post to govern U.S.

Government personnel. Non-adherence to the provisions of the above may subject Contractor personnel to removal at the Contractor’s expense.

2.5. Removal of Individual Contractor Employees for Cause

A determination to remove a Contractor employee from Post, or from contract performance at a domestic facility, due to misconduct or unsuitability may involve, but is not limited to, the following types of misconduct or delinquency that may be documented by the Regional Security Officer or DS/IS/IND:

a. Notoriously disgraceful conduct, to include the frequenting of prostitutes, engaging in public or promiscuous sexual relations, spousal abuse, neglect or abuse of children, manufacturing or distributing pornography, entering into debts the employee could not pay, or making use of one’s position or immunity to profit or to provide favor to another or to create the impression of gaining or giving an improper favor.

b. Failure to report notoriously disgraceful conduct and/or non-compliance of other employees (DoS, Contractor or foreign national) in accordance with existing Post and Department of State policies and regulations.

c. Neglect of duty, unsatisfactory performance, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, refusing to render assistance/cooperate in upholding the integrity of the objectives of this contract.

d. Falsification or unlawful concealment, removal, mutilation or destruction of any document or record, or concealment of material facts by willful omissions from documents or records. Improper use of credentials, badges or official papers.

e. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting. Participation in disruptive activities that interfere with the normal efficient operations of the worksite.

f. Theft, vandalism, immoral conduct, or any other criminal action under U.S. or host country law.

g. Selling, consuming or being under the influence of drugs, or other illegal substances that produce similar effects.

h. Abuse of alcohol.

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i. Any evidence that would indicate that the individual is guilty of security violations including black market dealings, currency manipulation, violations of the post contact policy regarding criteria country nationals, espionage or treason.

j. Noncompliance with post security and reporting policies.

3. BRIEFING AND REPORTING REQUIREMENTS

3.1. Security Briefings

All U.S. citizens will be required to attend Contractor-provided initial, pre-deployment, and continuing security awareness briefings regarding policies and procedures for the protection of classified, SBU and unclassified information, and the contractual security requirements contained in this Attachment to the DD Form 254. Contractor shall maintain a copy of signed briefing acknowledgements for each employee performing on the contract

Upon arrival at an overseas Post/Site, all American personnel will be required to attend initial and subsequent periodic security briefings by the RSO, or designee.

All personnel must attend a debriefing by the RSO, or designee. Additional debriefing may be requested by Diplomatic Security, either at post/site prior to departure and/or at the Contractor's location.

3.2. Personal (Unofficial) Travel Outside of the Project Country Cleared contractor personnel must report all unofficial travel to the RSO one week prior to departure. RSO will arrange appropriate travel briefing/debriefing through the RSO when the itinerary includes transit through or visit to a Prohibited Countries List country. Domestically, contractors should report unofficial travel which includes transit through or visit to a Prohibited Countries List country to

DS/IS/IND.

3.3. Suspicious Contact Reports (SCRs)

Any contact with host or third country nationals that seems suspicious (such as undue curiosity as to the purpose of presence in country, requests for information regarding the project or project personnel), or attempts to establish suspicious recurring contact beyond routine professional or personal services, shall be reported immediately to the RSO. Reporting of suspicious contacts requires filing a DS-1887 form, which can be obtained from the RSO. When completed, the form should be returned to the RSO for any necessary investigative action and for submission to Diplomatic Security’s Counterintelligence Division (DS/CI).

Additionally, the company FSO shall submit a Suspicious Contact Report to the DCSA Industrial Security Representative (in accordance with the NIPSOM) and

DS/IS/IND.

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3.4. Reporting of Suspicious Incidents Occurring at Off-site Locations or During Travel to/from the Project Site

Avoid discussing project and post activities while not on the site, to include in hotel rooms, restaurants and all other public places. Report any suspicious or actual incidents, any contact with the local authorities, or undue attention or surveillance of project personnel or the project site.

3.5. Foreign Contact Reporting

All contractors at the project site must adhere to the foreign contact reporting requirements specific to each project site, as briefed by the RSO, which may include all unofficial contact with nationals from specific HUMINT threat countries, the reporting of close and continuing social contact with foreign nationals, cohabitation with foreign nationals, and non-project related personal business and/or financial relationships with any foreign nationals. Reporting of foreign contacts requires filing a DS-1887 form, which can be obtained from the RSO. When completed, the form should be returned to the RSO for any necessary investigative action and for submission to Diplomatic Security’s Counterintelligence Division (DS/CI). If investigative action results in information of which the contractor should be aware, the reporting contractor will be briefed by the RSO.

3.6. Reporting Marriage, Intent to Marry, Cohabitation or Other Continuing Bonds of Affection with Foreign Nationals

Cleared contractor personnel working at DoS locations must report marriage, impending marriage, cohabitation and other continuing bonds of affection with foreign nationals to the RSO and DS/IS/IND, in accordance with 12 FAM 270.

3.7. Reporting Adverse Financial Situation and Certain Arrests Cleared contractor personnel working on DoS contracts must report to DS/IS/IND, through their Facility Security Officer, wage garnishments, credit judgments, repossessions, tax liens, bankruptcies, and/or intentions to file for bankruptcy. Cleared contractors must also report adverse involvement with law enforcement agencies to include: Arrests, other than minor traffic violations, for which a fine or forfeiture of $150 or more was imposed; or arrests for “driving under the influence” or “driving while intoxicated.” Arrests must be reported in a timely fashion (i.e., within 72 hours). Reporting must not be delayed pending the conclusion of any judicial action. Contractors arrested or detained overseas for reasons listed above, or for any reason, must report to RSO and DS/IS/IND.

3.8. Dual Citizenship

Cleared contractors contemplating applying for citizenship with a foreign country must report this fact to their Contracting Officer’s Representative (COR) and DS/IS/IND when any act is initiated in furtherance of obtaining foreign citizenship.

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4. SUBCONTRACTING REQUIREMENTS

4.1. DD Forms 254 for Subcontractors

The prime Contractor must request a DD Form 254 for all cleared subcontractors performing on this contract. Requests for DD Forms 254 must be forwarded via e-mail to DS_IND_OBOTeam@state.gov, prior to Subcontractor (or prospective subcontractor) access to any classified information or deployment to the site. DD Forms 254 issued by DS/IS/IND will be forwarded to the prime contractor for distribution to subcontractors. Contractors are not authorized to issue their own subcontractor DD Forms 254.

5. HANDLING/MARKING REQUIREMENTS - CLASSIFIED &

SENSITIVE BUT UNCLASSIFIED (SBU)

5.1. Security Classification Guide

All documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, exposed film, negatives, specifications, scopes of work, lists of Government Furnished Equipment and any other material received or generated in conjunction with this task, shall be classified, marked and handled in accordance with the Security Classification Guide (SCG) for Design and Construction of Overseas Facilities dated July 2018, which identifies the specific types of information associated with diplomatic construction projects, and the level of classification for such information.

5.2. Protection of Classified and SBU Information

The Contractor and all Subcontractors must comply with all Department of State (DOS) and Department of Defense (DOD) requirements relating to the protection of classified and Sensitive But Unclassified (SBU) information and cooperate fully in all security matters that may arise relating to this contract.

The loss, compromise, or suspected compromise or loss of any classified information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs) or ANY information which may adversely affect the security interests of the United States, must be immediately brought to the attention of the Contracting Officer, the DoS COR listed on the reciprocal DD 254 and DS/IS/IND, point of contact listed at the bottom of Item 13 of the reciprocal DD Form 254.

5.3. Disposition and Retention of Task/Project Information

All classified and SBU material, including copies and reproductions and classified information stored on approved IS (Information Systems) and classified or SBU electronic media, received or generated in the performance of this task, shall be returned to the CO upon completion of the project unless the material has been destroyed or retention of the material is authorized in accordance with the mailto:DS_IND_OBOTeam@state.gov

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National Industrial Security Program Operating Manual (NISPOM). Retention authority for classified material can be requested from DS/IS/IND, which shall coordinate an approval letter with the CO. Classified and SBU material shall be returned or destroyed within 120 days after final delivery of project drawings and specifications and any other services; or 120 days after completion or termination of the project.

5.4. Project Generated Information at Contractor’s Facility – Disposal/Destruction Plan

The Contractor FSO shall develop a waste paper disposal/destruction plan for all task related paper documents and drawings generated at their facility. Waste paper includes any DoS, OBO, contract or project documentation related to contract personnel matters, working papers, contract deliverables, submittals, correspondence, schedules, warranty and equipment manuals, any drawings regardless of sensitivity and all other task related paper. All paper produced in Contractor and subcontractors’ offices relating to this contract shall be collected separately from refuse, garbage and material, and disposed of in accordance with the plan. Contractor shall provide appropriate means of disposal for both Sensitive But Unclassified and classified information. Sensitive But Unclassified information must be destroyed by crosscut shredder (residue must be 1/32 inch width by ½ inch length or smaller), burned beyond reconstruction, or disintegrated, just as classified information is required to be destroyed. Task related waste paper may not be put into commercial trash containers for removal.

5.5. Project Related Classified Working Papers, As-Builts and other Classified Generated at Post

Contractors are not authorized to hand-carry classified material overseas.

Classified information required for use at Post will be provided by the OBO COR.

Any classified information to be generated electronically at Post must be generated in DoS secure spaces on secure computers, coordinated with RSO.

Project related classified material generated while at the Post must be delivered to the RSO for transmission to OBO by classified Diplomatic Pouch or authorized DoS courier. Secure fax or DoS Classified LAN (CLAN) can be utilized when coordinated with the COR. All classified materials given to the RSO for transmission must be appropriately marked with appropriate classification markings (unclassified, SBU, SBU/NOFORN, Confidential or Secret), government warnings against reproduction and distribution and bear the proper name of the site/project. Unmarked submittals shall be returned to the prime for classification and marking prior to transmission. Upon delivery of the classified material to OBO, the OBO COR will arrange for the return of the classified material to the contractor’s cleared facility via appropriate means.

All project related working papers and drawings to be removed from the Post shall be reviewed by RSO or designated Contractor document security manager one (1) day prior to departure, to ensure that classified material has not been generated and is not hand-carried back to Contractor facility.

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Only SBU and unclassified project documentation may be hand-carried back to contractor facility for storage/disposal. Contractor shall maintain positive, personal control over documentation at all times.

5.6. Photographs

Photographs of any diplomatic overseas building or facility must be authorized in advance by the DoS Regional Security Officer (RSO), or DoS COR, who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment. The contractor shall submit all CAA photographs taken by digital cameras and stored on electronic media to the RSO or COR for review. Written approval for removal from the site must be obtained by the Government reviewer. Any photographs or storage media (memory cards) determined to be classified shall be turned over to the RSO to forward via classified Diplomatic Pouch. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

6. TRANSMISSION REQUIREMENTS FOR SBU

6.1. Transmission of Sensitive But Unclassified (SBU)

SBU information via the Internet is prohibited, in accordance with the Security Classification Guide (SCG) for Design and Construction of Facilities Overseas, dated July 2018. SBU information can be transmitted via ProjNet, mail, GSA Schedule 48 commercial carriers or fax, as outlined in the SCG, or hand-carried by authorized contractor personnel.