U N C L A S S I F I E D

STATEMENT OF WORK (SOW)

FOR CONTRACTOR SERVICES

Scope of Work: Cleaning of Water Storage Tanks and

Replacement of Filters

Prepared by: Robert Tshabalala, Residential Maintenance Supervisor

Date: December 2025

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Scope of Work: Cleaning of Water Storage Tanks and Replacement of Filters

1. Introduction

This Scope of Work (SOW) outlines the requirements for cleaning residential water storage tanks and replacing filters on the three-stage filtration system. The work applies to residential properties equipped with one of the following configurations:

Two (2) × 2500L water tanks, or

One (1) × 5000L water tank, or

One (1) × 2500L water tank.

2. Contractor Responsibilities

2.1 Equipment and Materials

The contractor must supply all necessary tools, equipment, cleaning agents, and materials required to perform the work.

The contractor must submit the Material Safety Data Sheet (MSDS) for the cleaning chemical they intend to use to POSHO before any work begins.

2.2 Cleaning Requirements

All water storage tanks must be cleaned inside and outside.

Tanks must be cleaned using a pressure washer and appropriate, approved cleaning agents.

Tanks must be thoroughly rinsed to remove all soap and chemical residues to ensure they remain safe for potable water use.

All dirt, sediment, and contaminants must be completely removed prior to refilling.

2.3 Filter Replacement

After tank cleaning, the contractor must replace all filters in the three-stage filtration system.

All filters will be supplied by the Embassy.

The contractor must ensure that all filters are installed correctly and functioning properly.

2.4 System Bleeding

The contractor must bleed the entire water system after all work is completed to ensure all air is removed from the tanks, pipes, and filtration system.

The contractor must confirm proper water flow and system operation.

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2.5 Pressure Pump Assessment and Replacement

Any pressure pump found to be faulty must be replaced.

Replacement pumps will be supplied by the Embassy, which maintains a stock of decommissioned pumps that are still in good working condition.

The contractor must notify the on-site inspector and Residential Maintenance Supervisor of any pump requiring replacement.

3. Access, Inspection, and Oversight

3.1 Escort and Oversight

A designated government official will escort the contractor on site at all times.

This official will monitor work progress, conduct inspections, and sign off the service checklist.

All work must be performed in the presence of this official.

3.2 Reporting of Issues

Any faulty equipment, leaks, or system abnormalities must be reported immediately by both the contractor and the inspector.

Reports must be directed to the Residential Maintenance Supervisor:

Contact:

Robert Tshabalala

Email: TshabalalaRE@state.gov

Mobile: 079 111 6868

3.3 Access Arrangements

The inspector will coordinate access through the Housing Coordinators before the scheduled service.

4. Deliverables

Fully cleaned water storage tanks (internal and external).

Replacement of all filters in the three-stage filter system.

Properly bled water system with no airlocks.

Replacement of faulty pressure pumps (as needed).

Completed inspection checklist for each residence.

MSDS approval from POSHO before starting work.

5. Standards and Compliance

All work must meet potable water safety standards.

Only approved cleaning chemicals may be used.

All activities must be conducted safely, professionally, and to Embassy standards.

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6. Cost Estimation:

• $1,250 (materials, labor and transportation).

7. 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

• Material Safety Data Sheets (for all chemicals and hazardous materials, where applicable)

• Tax clearance certificate https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.publications.usace.army.mil%2FUSACE-Publications%2FEngineer-Manuals%2F&data=05%7C02%7CTshabalalaRE%40state.gov%7C07d2c12b12c34c79d03a08dd5bd0bb51%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638767674229541180%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YgvgMBdsC1SKMGqUuyf2XXS9A%2BCakPwcTRBkjOhhsjc%3D&reserved=0

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• 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 preparation 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 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.

End of SOW__________________________________________________________________________ mailto:PretoriaPOSHO@state.gov