SOW - Revised 1 - Overall Renovation of The Water Treatment Systems.pdf

SCOPE OF WORK

OVERALL RENOVATION OF THE WATER

TREATMENT SYSTEMS

AT

THE UNITED STATES EMBASSY LONDON

33 Nine Elms Lane

SW11 7US

London

US EMBASSY, LONDON – FACILITY MANAGEMENT

REVISION 1: JULY 30TH , 2025

Kasim Al Bayati

1. SITE ADDRESS

Embassy of the United States of America

33 Nine Elms Lane

London - United Kingdom

2. PURPOSE OF THIS DOCUMENT

This document is issued by the US Embassy in London with the purpose of renovating the water treatment systems in the US Embassy, London.

3. SCOPE DESCRIPTION

3.1 The contractor shall replace the media in the following water treatment vessels and clean and disinfect the interior vessels:

3.1.1 Water softener vessel:

• Manufacturer: Hellenbrand

• Model: H200M-240

• Refer to the attached data sheet for size, capacity and details.

• Quantity: x2 vessels.

3.1.2 Carbon filters vessel:

• Manufacturer: Hellenbrand

• Model: H200-MM-24-8

• Quantity: x4 vessels.

3.1.3 Multi-media vessel:

• Manufacturer: Hellenbrand

• Model: H200M-240

• Quantity: x2 vessels.

3.2 Fully overhaul service for the control head assembly of the 8x water treatment vessels (water softeners X2, carbon filters X4 and multi-media filter X2). The service work shall include replacing the internal seals and spacers and pistons in the 8X water treatment control valves.

Also sanitize the brine tank and water softener resin vessels.

3.3 Replace the existing 5X Chlorin Analyzers and 6X Chlorin Dosing pump with equivalent model that can be supplied locally. The Contractor shall complete the removal of the existing chlorin analyzers and dosing pumps and installs the new equivalent analyzers. Refer to the attached date sheet of the existing chlorine analyzers and dosing pump. This work shall include all the associated piping, fittings, electrical and control wiring, testing and commissioning. The speed of the dosing pumps shall be controlled by the Chlorine analyzer. The injection of the chemical shall be based on the level of chlorine in the water as measured by the analyzer, and chlorine level should be maintained as per the local code and regulations.

3.4 The contractor shall replace any leaky hoses, fittings, etc.

4 Attachments:

• Data sheet for the existing carbon filter.

• Data sheet for the existing multi-media filter.

• Data sheet for the existing water softener.

• Data sheet for the existing chlorin dosing pump.

• Data sheet for the existing chloring analyzer.

5 Start date:

Start date must be confirmed with the Contracting Officer’s Representative (COR).

6 Certifications and insurance cover of the service provider

• The Contractor shall have insurance and certification to cover for the whole length of the contract. The terms and conditions of the insurance and certifications shall comply with local regulations in the UK for the Potable Water Treatment equipment. The Contractor is required to provide a copy of the insurance and Certifications.

• The Contractor shall be responsible for the safe and environmentally friendly disposal of all redundant materials, parts, and consumables. Safe disposal records copies shall be provided to the Embassy after each visit.

7 GENERAL REQUIREMENTS

7.1 No work shall start, or equipment and materials be ordered until the Contractor has received a purchase order for the works stating the start date and the end date of the contract.

7.2 Immediately after the purchase order has been issued, the Contractor shall coordinate with the

COR to arrange the work. This shall include but not be limited to the submittal of the personnel visitor forms, work schedule, the site-specific health and safety documentation, and any other arrangements to ensure the performance period starts on the date requested within this document.

7.3 Immediately after the purchase order has been issued, the Contractor shall complete the

Embassy security vetting forms for the personnel who are going to work onsite. The vetting process usually takes 14 working days, but it can be longer than that.

7.4 The Contractor shall designate a representative who shall supervise the Contractor's employees and be the Contractor's liaison with the COR. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall have access to the relevant plant rooms, either with or without security escorts, only with specific permission by either the Facility Manager or the COR.

7.5 It is the Contractor’s responsibility to ensure that their employees are competently qualified, trained and certified to work on all specialist equipment and machinery named within this document and attachments.

7.6 The certification shall be specific to the service of the relevant equipment. This shall include a list of technicians who will visit Post to service the equipment.

7.7 The contractor shall provide the final testing and commissioning certificate for the work carried out under this scope of work.

7.8 The contractor shall not disturb the domestic water supply to the building. The contractor shall work on one of the duplex vessels at a time to keep the system operational during work.

8 ACCESS AND PARKING

8.1 The Contractor is responsible to provide the COR with operatives’ names, vehicle registration plate number, and any other details relevant to the service visit (i.e., deliveries expected) within at least 24 hours in advance. One vehicle is allowed to enter the Embassy during each visit.

9 WORKING HOURS

9.1 The work shall be undertaken on weekdays (8am to 5pm). Unless prior arrangement with the

COR, no work shall be done during the UK and US holidays.

9.2 Please refer to the following web site for the US Embassy public holidays, https://uk.usembassy.gov/holidays/

10 HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

9.1 All work shall comply with all appropriate and relevant UK Health and Safety law and embracing the following:

a) Health and Safety at Work Act 1974

b) The Management of Health and Safety at Work Regulations 1999

c) The Provision and Use of Work Equipment Regulations 1998 (PUWER)

d) The Manual Handling Operations Regulations 1992

e) The Workplace (Health and Safety and Welfare) Regulations 1992

f) The Personal Protective Equipment at Work Regulations 1992

g) The Control of Substances Hazardous to Health Regulations 2002 (COSHH)

h) The Construction (Health, Safety & Welfare) Regulations 1996 https://uk.usembassy.gov/holidays/

i) The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)

j) The Control of Pollution Act 1974

k) The Electricity at Work Regulations 1989

l) The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations

2013(RIDDOR) The Health and Safety (First Aid) Regulations 1981

m) The Noise at Work Regulations 2005

n) The Health and Safety (Consultation with Employees) Regulations 1996

o) The Health and Safety (Safety Signs and Signals) Regulations 1996

p) Control of Lead at Work Regulations 2002 (CLAW)

q) Control of Asbestos at Work Regulations 2012

r) The Special Waste Regulations 1996

s) Construction (Design and Management) Regulations 2015.

9.2 The Contractor shall provide the Contracting Officer Representative (COR) with site-specific work Risk Assessments and Method Statements (RAMS) prior to commencement of work.

9.3 After surveying the facility and the relevant equipment prior to commencement of the work, the Contractor shall inform the COR of any health and safety concerns or special requirements so their work can be carried out safely.

9.4 If connections to live services in the building demand temporary disconnection or switching off, this must only be carried out by prior arrangement with the COR.

9.5 The contractor shall ensure that the staff keep a copy of this Statement of Work and the contract documentation on hand on-site for reference at any time. The daily visitor log and any necessary Health & Safety logs shall be updated regularly as appropriate, ready for inspection at any time by the COR.

9.6 It is the Contractor’s responsibility to ensure that all their employees are equipped with certified access equipment, and personal protection equipment (PPE) to complete the tasks as requested within this document and provided attachments, and in accordance with the Contractor’s method statements and health & safety plan.

9.7 The COR shall inform the Contractor of the Embassy Health & Safety procedures to include but not be limited to egress routes, exits and assembly points in the event of an emergency.

9.8 Restrooms and welfare facilities are available for use by the Contractor; however, they must be kept clean after using them.

9.9 All rubbish and superfluous material must be removed at the end of each site visit. The Contractor shall be responsible for the safe and environmentally friendly disposal of all redundant materials, parts, and consumables. Safe disposal records copies shall be provided to the COR after each visit.

• The Contractor shall ensure that their Risk Assessments and Method Statements are continually updated to adhere to the current HSE Coronavirus guidelines and recommendations.

10 STANDARDS OF CONDUCT IN THE PREMISES

• The Contractor’s employees shall maintain satisfactory standards of competency, conduct and cleanliness when working within US Government properties and boundaries. These standards are especially strict when working within office environments or when working in or accessing adjacent areas.

• The US Government reserves the right to ask any or all the Contractor’s employees to leave the premises if any employee is deemed disruptive. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

• The Contractor's employees shall wear clean, tidy uniforms and show a clear means of Contractor identification when on site.

• Contractor shall have limited use of premises for construction operations as indicated on Drawings and by the Contract limits.

• Limit use of premises to the project site and areas indicated by the Government.

• Confine operations to areas designated on within the Statement of Work and directed by the Government.

• Keep access ways serving the premises clear and available to visitors and Government employees, and emergency vehicles always.

• Do not use these areas for parking or storage of materials.

• Coordinate the use of premises under the direction of the Government. This includes hours of work.

• Security precautions, and on-site storage of materials and equipment. Limited on-site storage is available at the site and is subject to coordination with and authorization by the Government.

• The Contractor’s employees must only smoke in designated outdoor smoking areas.

• Playing music in any part of the premises or using abusive, foul, or loud language at any time within the US Embassy boundaries is strictly forbidden.

• EVALUATION CRITERIA

A. For a quotation to be considered, the contractor shall provide:

• At least 5 years’ experience with the domestic water treatment systems.

• Be certified members of the CSA (Commissioning Specialist Association), BSRIA (Building Services Research and Information Association), BESA (Building Engineering Services Association) and the LCA (Legionella Control Association).

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

• Proof of all insurance (such as public and employer’s liability) and accreditation as may be required under applicable UK law

• A completed SF-18

• SAM registration – provide UEI number

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

• B. Any questions regarding this solicitation must be submitted to

Procurement_Box5@state.gov by COB August 18th, 2025

• C. Quotes are due by 5pm BST on August 29, 2025. Please submit them via email to

Procurement_Box5@state.gov with the subject “– 19UK5625Q0043”.

11 LIST OF EQUIPMENT:

At least the following items should be provided. The contractor shall complete the pricing table below as part of their proposal:

Item Cost Quantity Total Cost (Currency)

Gravel

Granular Activated Carbon

Fine Sand

Medium Sand

Anthracite

Softener Resin (Per Litre)

New dosing pumps

New Chlorine Analyzer

Seals for controleler head mailto:Procurement_Box5@state.gov mailto:Procurement_Box5@state.gov

Piston Downflow

Secondary Piston

Labour (manhour)

Testing and Commissioning

Environmental Disposal

Excluding VAT @ 20% Total

Incl. VAT

Total cost

12 DEFINITIONS AND ACRONYMS USED

• Contractor: Name used to refer to the organization with whom the US Government wishes to enter a contract.

• CO: Contracting Officer. A person in the US DOS with the authority to enter, administer and/or terminate contracts and make related determinations and findings.

• COR: Contracting Officer Representative. A person in the US DOS who is responsible for the technical direction and evaluation of the Contractor performance.

• SOW: Statement of Work

• DOS: Department of State

• US: Unites States of America.

• SBU: Sensitive but Unclassified

• CDM. Construction Design and Management regulations. UK Construction (Design and Management) regulations are intended to improve the overall management and coordination of health and safety and welfare throughout all stages of a construction project.

End