SOW - Waste Management and Recycling Services.pdf

U N C L A S S I F I E D D a t e : J u n e 2 0 2 5

STATEMENT OF WORK (SOW)

FOR CONTRACTOR SERVICES

SLA Title: U.S. Embassy Pretoria Waste Management and Recycling Services

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1. Contents

1. Contents

2. Scope Of Contract

3. Administration

3.1 General

3.1.1 Locations

3.1.2 Definitions

3.1.3 Special circumstances

3.1.4 Working Hours

3.1.5 Scheduled Work

3.2 Site Security and Safety

3.2.1 Safety & Health

3.2.2 Contractor responsibility

3.2.3 Access, Equipment and Security Badging

3.2.4 Vehicle Parking

3.2.5 Working In a CAA Space

3.2.6 Tools and Materials

3.2.7 Searches

3.2.8 Prohibited Items

3.2.9 Conduct

4. Scope of Work

4.1 Dedicated Containers & Sorting Infrastructure

4.1.1 General Waste Management

4.2 Sorting Infrastructure

4.2.1 Provide a dedicated on-site sorting area that includes:

4.2.2 Cleaning, Repairs, and Hygiene

4.3 General Electronics, Printer Cartridges & Battery Disposal

4.3.1 Single Collection Container

4.3.2 Skip Provisioning:

4.3.3 Skip Management:

4.3.4 Safety & Security:

5. Industry Best Practices and Service Standards

5.1 Environmental and Regulatory Compliance:

5.2 Worker Health, Safety, and Training:

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5.3 Stakeholder Engagement and Community Communication:

6. Service Schedule

6.1 Service Frequency:

6.2 Reporting:

7. Contract Duration, Review, and Renewal

7.1 Term:

7.2 Review Process:

8. Contractor Qualifications and Quote Requirements

8.1 Reputation and Experience:

8.2 Quote Inclusions:

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2. Scope Of Contract

Integrated Waste Management and Recycling Services

This Statement of Work (SOW) establishes the framework for the delivery of integrated waste management and recycling services at the following locations:

• Embassy of the United States of America 877 Pretorius Street, Arcadia, Pretoria, South Africa

• U.S. Embassy Annex 100 Totius Street, Groenkloof, Pretoria, South Africa

The objective is to ensure high-quality, sustainable waste management practices that support environmental requirements, community well-being, and operational excellence. Services will be delivered in compliance with all applicable regulations, incorporating industry best practices, innovative technologies, and robust safety measures. In addition, the selected contractor must be a reputable waste collection and recycling company with proven industry credentials.

3. Administra�on

3.1 General

3.1.1 Locations

• 877 Pretorius Street, Arcadia, Embassy of the United States of America, Pretoria

• 100 Totius Street, Groenkloof, Pretoria, South Africa

3.1.2 Definitions

COR – Contracting Officer Representative FM – Facilities Manager CO – Contracting Officer PPE – Personal Protection Equipment OSHA – United States Occupational Safety and Health Administration SABS – South African Bureau of Standards SOW – Statement of Works Approved Contractor- Contractor that has been awarded to perform the work.

IBC – International Building Code

3.1.3 Special circumstances

Special circumstances such as unplanned special events, acts of nature, unexpected labor shortages, strikes, and other delays that are outside of the normal control of either the U.S. embassy or the Approved Contractor will be considered as special circumstances and will be negotiated if and when they occur. All scheduled work is to be considered to be an obligation from both parties and acted upon in good faith and business practice.

3.1.4 Working Hours

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For the purpose of any project, and in the interest of both parties, the normal working hours at the U.S.

Embassy will be Monday through Thursday from 07:45 to 17:15, and Friday from 07:45 to 12:45.

Contractors may work outside of these normal hours by arranging with the Facilities team. Work on Saturdays, Sundays, and public holidays is subject to the availability of escorts and is not guaranteed under the provisions of this SOW; therefore, the U.S. Embassy reserves the right to defer work to the timeframe when escorts are available.

3.1.5 Scheduled Work

The Approved Contractor shall provide a draft schedule and submit said schedule via electronic communication (email) to the U.S. Embassy Contracting Officer’s representative (COR) no less than one full week in advance of the timeframe for which the draft is submitted.

The U.S. Embassy will approve/disapprove and return via electronic communication said schedule to the Approved Contractor therefore changing said schedule from a draft to a “working” schedule so long as it corresponds to the working hours and the availability of escorts.

The U.S. Embassy will return said working schedule no less than three working days prior to the suggested beginning of work stated within the schedule.

The first schedule draft must be clearly identified as draft number “one” (1) with all proceeding draft schedules following in numerical order. The U.S. Embassy will approve/disapprove all draft schedule requests and return all working schedules clearly identifying them as “approved schedules” identifying them with matching numbers from the draft submissions.

Both parties reserve the right to ask for scheduled work to be postponed to a later date, for example based on a change in escort availability or a change in availability from the sub-contractor.

All requests for changes in scheduled work must be submitted via electronic communication from one party to the next no less than one full workday (24 hours) prior to the scheduled work. All requests from Approved Contractor to be submitted to the COR and the Facility Manager.

Note: it is in the best interest of all parties to do their utmost to establish a schedule that allows the project to flow and continue so that it may reach substantial completion as soon as possible.

The Approved Contractor will be required to submit a “work plan” giving the full details of the step-by-step process of how the work will take place. This work plan is to include all inspection requirements.

3.2 Site Security and Safety

3.2.1 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:

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• 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

• Material 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]

• Incident reporting procedures

• Emergency preparedness documents

• First aid documents

• List of employees (site-specific) [must include proof of training and issued protective equipment, where applicable]

• 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.

3.2.2 Contractor responsibility

The Contractor shall provide the names and phone numbers of all approved staff prior to gaining access to site. The contractor shall obtain copies of any special security and safety policy procedures from the Embassy that must be followed during all work conducted at the facility and must make all staff aware of the required procedures during inspections.

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3.2.3 Access, Equipment and Security Badging

Site access will only be granted to the Approved Contractor and its sub-contractors. Establishing and submitting an access request list with the complete names, identification numbers, and nationality for all persons required to be on premises to complete the required work.

For vehicular equipment, make, model, type, and plate number must be provided. The Approved Contractor will be required to submit a master list for all persons and equipment on a one time and one time only basis. The access request list is to be submitted to the COR one full work week prior to the commencement of the approved work schedule.

Additional requests for persons and equipment from the Approved Contractor will be considered on a case-by-case basis. Once the access list is approved, no additional access lists will be required by the U.S.

Embassy during the project duration, so long as the persons on the list remain intact.

All U.S. Embassy ID badges remain the property of the U.S. Embassy and must be returned to the U.S.

Embassy at the time of an employee separation or termination from the Approved Contractor. It shall be the responsibility of the Approved Contractor to ensure badges are returned to the U.S. Embassy.

The Approved Contractor shall ensure that, under no circumstances any of its employees and sub-contractors shall enter an area not authorized for access by the Approved Contractor.

The Approved Contractor, its sub-contractors, and all its employees shall be subject to, and shall always conform with any and all rules, regulations, policies, and procedures pertaining to security at the U.S.

Embassy. Any violations of the rules, regulations, policies, and procedures may cause immediate removal from the job site.

All personal packages brought onto and/or removed from the U.S. Embassy property may be subject to inspection by security staff.

Cellular phones and personal laptops and any electrical device are to be switched off and locked up in the secure cubicles prior to entrance to the U.S. Embassy property unless requested and approved for use within the Pretoria US Embassy.

3.2.4 Vehicle Parking

The Maintenance Supervisor or security office at the facility will assign areas within the facility site for parking of authorized vehicles with the necessary access on site. All other vehicles without the proper access to be parked outside the compound.

Vehicle inspections may be conducted at any time at discretion of the security office for the duration of the project.

3.2.5 Working In a CAA Space

All Contractor staff working in any security- controlled access space including rooftop areas will be always escorted until the completion of the project. The Contractor staff will be escorted by a cleared American escort and a maximum of three people will always be escorted by the escort. Should the amount of contractor staff exceed this amount then prior authorization is required by the necessary security office. All safety and security protocols and directives regarding these CAA Spaces will always be followed. Contractor employees are to be always in the line of sight of the Cleared American escort when performing their work. No contractor employee is allowed to wander out of the work area without the proper supervision of the cleared American escort.

3.2.6 Tools and Materials

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No tools or materials shall be left unguarded at any time, and they will be removed from the working areas at the end of each workday or at any time the workmen leave the area unlocked.

3.2.7 Searches

All workmen will be expected to submit to search of themselves, their toolboxes, lunch containers, and/or their vehicles at any time, if the search is so deemed necessary.

3.2.8 Prohibited Items

The following items are prohibited from being brought onto the facility grounds:

1. Alcoholic beverages and drugs.

2. Explosives and firearms.

3. Cloud-based data electronic equipment.

3.2.9 Conduct

The Approved Contractor’s employees while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly, and safe manner. Rudeness, fighting, being under the influence of alcohol, drugs or stealing and any other conduct that interferes or has the potential to interfere with the Approved Contractors performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site.

The Approved Contractor and their sub-contractor(s) shall review and agree to comply with the U.S.

Embassy safety and security policies.

4. Scope of Work

The contractor shall provide a comprehensive range of services at both the Embassy of the United States of America, 877 Pretorius Street, Arcadia, Pretoria, and the U.S. Embassy Annex, 100 Totius Street, Groenkloof, Pretoria, including:

4.1 Dedicated Containers & Sor�ng Infrastructure

4.1.1 General Waste Management

• Supply, install, and maintain eight 240 L wheelie bins for non-recyclable and general waste. Each bin must be clearly labeled (e.g., “Non-Recyclable Waste” or “General Waste”), but color-coding is not required.

• Bins should be constructed from durable, weather-resistant materials that resist corrosion and fading. All bins must have secure lids that close tightly to prevent pests and odors.

• Provide a description of how bins will be anchored or positioned so they cannot be moved by unauthorized personnel or extreme weather, while still allowing easy access for collection trucks.

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4.2 Sor�ng Infrastructure

4.2.1 Provide a dedicated on-site sorting area that includes:

• Bulk Bag Stands & Reusable Bulk Bags: Sturdy metal stands (capable of holding 1 m³ bulk bags) for each recyclable stream. Supply heavy-duty, tear-resistant bulk bags labeled “Paper/Cardboard,” “Plastics & Metal,” “Organics,” etc. Stands must be stable and designed to prevent collapse or tipping.

• Clear Signage & Waste-Stream Labels: Large, easily readable signage that specifies acceptable materials for each bin or bulk bag (e.g., “Plastic Bottles & Cans,” “Paper & Cardboard,” “E- Waste”).

4.2.2 Cleaning, Repairs, and Hygiene

• Perform quarterly deep-cleaning of all wheelie bins and e-waste containers, including pressure washing (where permitted) and disinfecting with Embassy-approved cleaning agents. After cleaning, allow bins to dry completely before reuse.

• Provide a 48-hour turnaround for repairs or replacements:

o If a bin is cracked, lid is broken, or wheels are damaged, the contractor must either repair it on-site or swap in a replacement unit within 48 hours of notification.

o Replacement bins or containers must meet the same specifications (240 L capacity, durable construction, labeling) as the originals.

• Include odor-control measures:

o If any bin emits strong odors between scheduled cleanings, the contractor must swap out that bin for a cleaned unit within 24 hours.

o Store cleaning supplies onsite in a locked cabinet with clear labeling.

4.3 General Electronics, Printer Cartridges & Batery Disposal

4.3.1 Single Collection Container

• Provide one weather-resistant container suitable for outside storage that accommodates general electronics (e.g., desktop computers, laptops, servers, monitors, printers, keyboards, cables), printer cartridges (ink and toner), and batteries (lead-acid, lithium-ion, NiMH, etc.).

• The container must be:

o Durable: Constructed of sturdy materials to prevent damage from rain, sun, and pests.

o Clearly Labeled: Display a single label reading “Electronics, Cartridges & Batteries Only,” o Adequately Sized: Large enough to hold typical quarterly volumes until collection.

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Bulk Waste Disposal

4.3.2 Skip Provisioning:

• Embassy of the United States of America: Supply and position 1 (One) 6 m³ skip for bulky and non-compactable items

• U.S. Embassy Annex: Supply and position 2 (Two) 6 m³ skip for bulky and non-compactable items

4.3.3 Skip Management:

• Pre-scheduled weekly skip removals; emergency removals within 48 hours if near capacity.

• At every removal, replace the skip with a freshly cleaned unit to ensure no residual odors.

4.3.4 Safety & Security:

• Skip area cordoned with removable bollards and signage.

• Skip removal vehicles to be road worthy and well maintained.

5. Industry Best Prac�ces and Service Standards

5.1 Environmental and Regulatory Compliance:

• The contractor shall ensure full compliance with all applicable local, regional, and national environmental legislation, waste management bylaws, and health and safety regulations governing the collection, transport, recycling, and disposal of general waste, electronic waste, batteries, and printer cartridges.

• All handling and processing of waste must align with recognized environmental best practices and industry standards to minimize environmental impact and promote sustainability.

• The contractor must maintain valid licenses, permits, and certifications required to operate waste management services and shall provide copies upon request.

• Regular audits and inspections may be conducted by the Embassy or relevant regulatory bodies to verify compliance. Any non-conformities must be addressed immediately at the contractor’s expense.

• Contractor shall document all waste disposal and recycling activities, including manifests, certificates of destruction, and records of material recovery, and submit these reports quarterly or upon request.

5.2 Worker Health, Safety, and Training:

• Implement and regularly update rigorous health and safety protocols, including staggered shifts, enhanced cleaning procedures, and proper PPE usage.

• Organize continuous training programs and risk assessments for all personnel.

5.3 Stakeholder Engagement and Community Communica�on:

• Develop and execute a communication strategy to inform all stakeholders about waste management practices and recycling initiatives.

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• Hold regular stakeholder meetings and surveys to gather feedback and adjust service delivery as needed.

6. Service Schedule

6.1 Service Frequency:

• Conduct general waste collection weekly, with bulk skip management coordinated to meet site-specific needs.

• Provide on-site recycling sorting support three times per week, with additional visits as necessary.

6.2 Repor�ng:

• Provide comprehensive performance reports monthly, with formal quarterly review meetings to discuss progress and any necessary adjustments.

7. Contract Dura�on, Review, and Renewal

7.1 Term:

• The initial contract term is one (1) year, with options for renewal or extension based on satisfactory performance and mutual agreement.

7.2 Review Process:

• Schedule periodic performance evaluations (quarterly and annual reviews) to assess service delivery, incorporate new best practices, and adjust terms as required.

8. Contractor Qualifica�ons and Quote Requirements

8.1 Reputa�on and Experience:

• The contractor must be a reputable waste collection and recycling company with a proven track record of delivering high-quality services. Evidence of industry certifications, past project success, and customer testimonials should be provided.

8.2 Quote Inclusions:

• Rebate Pricing Details: The quote must clearly itemize the rebate prices for all eligible recyclable materials, along with any terms and conditions that apply to these rebates.

• Company Profile: The quote must include a detailed company profile that outlines the contractor’s history, organizational structure, key personnel, technical capabilities, and certifications. This profile should demonstrate the contractor’s ability to deliver integrated waste management and recycling services at the required quality and safety standards.

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PROCUREMENT SENSITIVE

This document is the property of the U.S. Government.

Further reproduction and distribution are prohibited without express written approval of: Department of State, ATTN: Contracting Officer, U.S. Department of State, Embassy, Pretoria

***END OF STATEMENT OF WORK***