Supply and Installation of Perimeter Security Lighting System_RFQ No PR16017968.pdf

Supply and Installation of Perimeter Security Lighting System- RFQ No PR16017968

TABLE OF CONTENTS

SF-1442 COVER SHEET

A. PRICING

B. STATEMENT OF WORK

C. PACKAGING AND MARKING

D. INSPECTION AND ACCEPTANCE

E. DELIVERIES AND PERFORMANCE

F. CONTRACT ADMINISTRATION DATA

G. SPECIAL TERMS AND CONDITIONS

H. CLAUSES

I. LIST OF ATTACHMENTS - NONE

J. INSTRUCTIONS ON HOW TO SUBMIT A QUOTATION

K. EVALUATION CRITERIA

L. REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

PR16017968

2. TYPE OF SOLICITATION

SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED

May 28, 2026

PAGE OF PAGES

IMPORTANT - The “offer” section on the reverse must be fully completed by offeror.

4. CONTRACT NO.

5. REQUISITION/PURCHASE REQUEST NO.

PR16017968

6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

U.S. Embassy Harare No. 2 Lorraine Drive, Bluffhill Harare, Zimbabwe

U.S. Embassy Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe Email: HarareGSOProcurement@state.gov

9. FOR INFORMATION

CALL:

A. NAME

Damian Richard/Annie Chinyanganya

B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS) HarareGSOProcurement@state.gov / 08677011000

SOLICITATION

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying no., date):

Supply and Installation of Perimeter Security Lighting System in accordance with the Pricing Schedule and Statement of Work in the Solicitation.

11. The Contractor shall begin performance within 10 calendar days and complete it within 60 calendar days after receiving award, notice to proceed. This performance period is mandatory, negotiable. (See _______________.)

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If “YES,” indicate within how many calendar days after award in Item 12B.)

YES NO

12B. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Quotations must be submitted electronically to: HarareGSOProcurement@state.gov by June 12, 2026 on or before 1700hrs Harare time. No quotation will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

B. An offer guarantee is, is not required.

C. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

D. Offers providing less than _____ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

mailto:HarareGSOProcurement@state.gov mailto:HarareGSOProcurement@state.gov mailto:HarareGSOProcurement@state.gov

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code)

15. TELEPHONE NO. (Include area code)

16. REMITTANCE ADDRESS (Include only if different than Item 14)

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government within _____ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

U.S. Embassy Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe Email: HarareFMOInvoices@state.gov

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

28. NEGOTIATED AGREEMENT (Contractor is required to sign this do representations, certifications, and specifications or incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.) Your off

30A. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED

TO SIGN (Type or print)

31A. NAME OF CONTRACTING OFFICER (Type or print)

Damian Richard

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

31C. AWARD DATE

mailto:HarareFMOInvoices@state.gov

SECTION A - PRICING

A. PRICE

The Contractor shall complete all work, including furnishing all labor, material, equipment, and services required under this purchase order for the following firm fixed price and within the time specified. This price shall include all labor, materials, all insurances, overhead and profit.

A. MATERIALS:

Item Description Total Price

(USD)

Hot-dip galvanized steel poles Pole base plates, anchor bolts, hardware Concrete foundations (1.2 m deep) LED Security Luminaires, Type III/IV, 4000K, IP66, IK08, 10 kV SPD Houseside shields 4-core Cu XLPE/SWA/PVC armored cable HDPE Class 12.5 conduit IP65 junction boxes Inline fuse holders + fuses Cable glands, lugs, consumables Photocell (industrial grade) Control panel enclosure Surge Protection Device (panel-level) Control wiring (low-voltage) Earth rods (16 mm × 2.4 m copper-bonded) Earth cable Earth clamps, pits, accessories Subtotal A – Materials: USD

B. LABOR

Task Description Total (USD) Trenching Conduit installation Cable pulling & termination Pole erection Luminaire installation Control panel installation Earthing installation Testing & commissioning Site supervision Subtotal B- Labor USD

C. EQUIPMENT & PLANT

Equipment Total (USD) Excavator / trencher Pole lifting equipment Compactor Generator (site power) Subtotal C – Equipment: USD

D. OVERHEAD, PROFIT & CONTINGENCY

Category % Applied

Amount

(USD)

Contractor Overhead

Contractor Profit

Contingency

Subtotal D – O/H + Profit + Contingency: USD

E. GRAND TOTAL – BID PRICE

Category Amount (USD) Subtotal A – Materials Subtotal B – Labor Subtotal C – Equipment Subtotal D – O/H + Profit + Contingency DBA Insurance

VAT

TOTAL BID PRICE (USD):

VALUE ADDED TAX (VAT). The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B.

SECTION B - STATEMENT OF WORK

1.0. PROJECT DESCRIPTION

This Scope of Works covers the design, engineering, supply, installation, testing, commissioning, and handover of a security-grade perimeter lighting system for the Embassy residence. The Contractor shall furnish and install all materials required by this contract. The system shall provide continuous, uniform illumination along the entire perimeter fence/wall to support:

• Deterrence of unauthorized approach

• Detection of intruders

• Assessment through CCTV and guard observation

• Safe nighttime patrol operations

The system must meet U.S. Government security standards, NEC (NFPA 70), and Zimbabwean electrical and lighting regulations.

2.0. APPLICABLE CODES & STANDARDS

2.1. U.S. Government Security Standards

• 12 FAM 300 – Physical Security Standards

• OSPB Security Standards

• UFGS 26 55 53 – Security Lighting

• OBO Facility Security Design Criteria (FSDC)

• CCTV Assessment Requirements (vertical illuminance, color rendition)

2.2. U.S. Electrical Standards (NEC)

• NEC Article 110 – Electrical Installations

• NEC Article 210 – Branch Circuits

• NEC Article 225 – Outside Branch Circuits & Feeders

• NEC Article 250 – Grounding & Bonding

• NEC Article 300 – Wiring Methods

• NEC Article 410 – Luminaires

• NEC Article 430 – LED Drivers

• NEC Article 725 – Class 1, 2, 3 Circuits (controls)

• NEC Article 285 – Surge Protection

2.3. Zimbabwe Standards

• ZWS/SAZS 328 – Electrical Installations (Zimbabwe Wiring Regulations)

• ZWS/SAZS 60335 – Electrical Safety

• ZWS/SAZS 958 – Outdoor Lighting Performance

• SANS 10142-1 – Wiring of Premises (widely adopted in Zimbabwe)

• City of Harare Outdoor Lighting & Glare Control Guidelines

• ZETDC Voltage & Supply Requirements

3.0. SCOPE OF WORKS – DETAILED TECHNICAL REQUIREMENTS

3.1. DESIGN DEVELOPMENT

The Contractor shall undertake a complete engineering design development process for the Perimeter Security Lighting System. All design outputs shall be produced in accordance with NEC, SAZS/ZWS, UFGS, OSPB, and U.S. Embassy/OBO standards.

All drawings must be produced in AutoCAD or Revit, all calculations in recognized engineering software, and all photometrics in AGi32 or DIALux.

Below is the fully expanded, detailed requirement for each deliverable.

• Perimeter lighting layout drawings (1:100 or 1:200 scale)

• Photometric analysis using AGi32 or DIALux

• Horizontal & vertical illuminance plots

• Pole schedule (height, foundation, wind load, finish)

• Luminaire schedule (optics, wattage, CCT, CRI, IP/IK ratings)

• Electrical single-line diagrams

• Load calculations (NEC Article 220)

• Voltage drop calculations (NEC 210.19 & 215.2)

• Earthing & bonding design (NEC 250, SAZS 328)

• Cable routing plans (NEC 300, SAZS 328)

• Control system architecture (NEC 725)

• Bill of Quantities (BOQ)

• Design Narrative

3.2. Site Visit

The Contractor shall conduct a mandatory site visit prior to finalizing the design, preparing shop drawings, or commencing installation works. The purpose of the site visit is to ensure that all design assumptions, measurements, and field conditions are accurate and fully coordinated with existing infrastructure and security requirements.

The site visit shall include, at minimum:

• Verification of existing conditions: Confirm perimeter wall height, fence alignment, terrain variations, drainage paths, and any obstructions that may affect pole placement or lighting performance.

• Measurement confirmation: Validate all critical dimensions including offsets, clearances, patrol paths, gate areas, and utility corridors.

• Assessment of access constraints: Identify vehicle access limitations, equipment staging areas, trenching routes, and any restrictions imposed by security operations.

• Utility and services identification: Locate existing underground services, electrical feeds, grounding systems, and communication lines to avoid conflicts during installation.

• Coordination with security personnel: Review lighting objectives, CCTV coverage zones, and any operational constraints that may influence pole height, aiming, or luminaire selection.

• Documentation of discrepancies: Record any deviations from drawings or assumptions and submit a written report with photographs for review and approval.

• Approval before proceeding: No design finalization, procurement, or installation shall proceed until the site visit findings have been reviewed and approved by the U.S.

Embassy Facility Manager and OBO/DS.

3.3. LIGHTING PERFORMANCE REQUIREMENTS

3.3.1. Illuminance

The perimeter lighting system shall be designed to provide consistent, security-grade illumination suitable for CCTV assessment, intrusion detection, and guard operations.

• Horizontal Illuminance o Target average: 7–8 lux o Acceptable range: 5–10 lux o Uniformity: to eliminate dark spots and ensure continuous visibility along the fence line

• Vertical Illuminance o Minimum: 3–5 lux measured at 1.5–1.7 m above ground o Required to support CCTV facial recognition, color rendition, and identification of intruders approaching the perimeter

3.3.2. Optical & Color Requirements

Luminaires shall deliver controlled, security-focused illumination with minimal glare and optimal color rendering.

• CCT: 4000K neutral white

• CRI:

o ≥ 70 for general perimeter lighting o ≥ 80 at gates, checkpoints, and ID-verification zones

• Optics: Type III or Type IV distribution to ensure wide, uniform coverage

• Glare Control:

o Full cutoff optics o No upward tilt permitted o House-side shields installed where required to prevent spill light into adjacent properties or sensitive areas

3.3.3. Environmental Requirements

Luminaires shall be engineered for harsh outdoor conditions typical of Zimbabwe’s climate and security environments.

• Ambient temperature: Rated for continuous operation up to 50°C

• Ingress protection: IP66 minimum (dust-tight and protected against powerful water jets)

• Impact resistance: IK08 minimum for vandal resistance

• Surge protection: ≥ 10 kV, suitable for high lightning-density regions

3.4. LUMINAIRES

The Contractor shall supply high-performance LED area luminaires meeting the following minimum specifications:

• Full cutoff optics for controlled light distribution and reduced glare

• Type III or Type IV photometric distribution

• 4000K CCT, CRI ≥ 70 (≥ 80 at gates)

• IP66 ingress protection

• IK08 impact resistance

• Surge protection ≥ 10 kV

• 0–10 V dimmable drivers for integration with photocells and security-triggered boost modes

• Die-cast aluminum housing with corrosion-resistant finish

• UV-resistant powder coating suitable for high-UV environments

• Stainless steel fasteners for corrosion resistance

• Tamper-resistant screws for security integrity

All luminaires shall be UL/CE certified and compliant with NEC Article 410 to ensure they meet mandatory safety, listing, wiring, clearance, and installation requirements that prevent fire, shock, and mechanical hazards within the facility.

3.5. POLES & FOUNDATIONS

3.5.1. Poles

Lighting poles shall be engineered for durability, security, and long-term outdoor performance in a high-risk perimeter environment.

• Height: For a 3 m high perimeter wall, lighting poles shall be 8 m nominal mounting height to provide adequate horizontal and vertical illuminance for security and CCTV performance, with allowable variation depending on photometric requirements for each perimeter segment.

• Material: Hot-dip galvanized steel, corrosion-resistant and compliant with ISO 1461

• Anti-climb design: Poles shall incorporate smooth surfaces, tapered profiles, or anti-climb features to prevent unauthorized access

• Tamper-resistant base covers: Lockable or bolted covers to protect internal wiring and in-line fusing

• Internal cable routing: All wiring shall be routed inside the pole shaft to eliminate exposed conductors and reduce vandalism risk

• Mounting interface: Pole-top spigot or side-arm bracket compatible with the selected luminaires and optical distribution (Type III/IV)

• Maintainability: Poles shall be designed to allow safe and efficient maintenance, including accessible handholes, standardized mounting hardware, and clear access to in-line fusing and grounding points without requiring pole removal or specialized equipment.

3.5.2. Foundations

Pole foundations shall be structurally designed to withstand local environmental loads and ensure long-term stability.

• Wind loading: Designed for Harare regional wind speeds of 30–35 m/s, including gust factors

• Reinforced concrete footing: Sized per structural engineer’s design, using 25–30 MPa concrete strength

• Anchor bolts: Hot-dip galvanized, embedded to engineered depth with correct bolt circle diameter

• Base plate installation: Poles shall be leveled using shims or leveling nuts and fully grouted after alignment

• Foundations shall include a dedicated earth bonding point for grounding continuity

3.5.3. Pole Placement

Pole locations shall be optimized for security visibility, photometric performance, and operational safety.

• Offset from perimeter wall: Poles shall be installed 2–4 m inside the secure perimeter line to prevent tampering and maintain clear illumination of the fence line

• Spacing: 20–30 m, adjusted based on photometric modeling to achieve required horizontal and vertical illuminance levels

• Guard patrol clearance: Poles shall be positioned to avoid obstructing patrol paths, vehicle access routes, and CCTV sightlines

• Poles shall not interfere with drainage channels, underground utilities, or emergency access routes

3.6. ELECTRICAL WORKS

3.6.1. Cabling

All power and control cabling for the perimeter lighting system shall be designed and installed to ensure durability, electrical safety, and long-term reliability under outdoor environmental conditions.

• Underground-rated armored cable (PVC/SWA/PVC or equivalent) suitable for direct burial and mechanical protection

• Voltage rating: 600/1000 V, compliant with SAZS 328 and IEC 60502

• Minimum burial depth:

o 600 mm minimum per Zimbabwe standards o Fully compliant with NEC 300.5 for underground installations

• Conduit protection: All buried cables shall be installed inside HDPE heavy-duty duct or rigid galvanized steel conduit at road crossings, high-risk areas, or where additional mechanical protection is required

• Warning tape: High-visibility electrical warning tape shall be installed 300 mm above the conduit along the entire trench route

• Cable routes shall be clearly marked, mapped, and included in the as-built documentation

3.6.2. Junction Boxes

Junction boxes shall be designed for outdoor, secure, and tamper-resistant operation.

• IP65 or higher ingress protection rating

• Lockable covers to prevent unauthorized access

• Installed inside the secure perimeter only

• Mounted on reinforced concrete plinths or galvanized steel poles at accessible working height

• All terminations shall use corrosion-resistant lugs and insulated glands

3.6.3. In-Line Fusing

Each lighting pole shall incorporate localized protection to isolate faults and prevent upstream tripping.

• In-line fuse installed in a weatherproof, UV-resistant enclosure at the base of each pole

• Fuse rating shall be sized according to luminaire load and manufacturer recommendations

• Fully compliant with NEC Article 240 (Overcurrent Protection)

• Fuse holders shall be tool-operated and lockable to prevent tampering

3.6.4. Grounding & Bonding

A robust grounding system shall be provided to ensure personnel safety, equipment protection, and lightning performance.

• All poles, junction boxes, and metallic components shall be bonded to earth

• Ground rods: Copper-bonded steel, 16 mm × 2.4 m, driven to refusal or until required resistance is achieved

• Ground resistance target: ≤ 1–5 Ω, depending on soil conditions

• Grounding system shall comply with NEC Article 250 and SAZS 328

• All grounding connections shall be exothermically welded or secured with approved mechanical clamps

3.6.5. Surge Protection

Due to Zimbabwe’s high lightning density, surge protection is mandatory at multiple levels.

• Panel-level SPD: Type 1 or Type 2 surge protective device installed at the distribution board

• Luminaire-level SPD: Minimum 10 kV surge protection integrated into each luminaire or installed externally in a weatherproof enclosure

• SPDs shall comply with IEC 61643 and be rated for local grid conditions

• Surge protection shall be coordinated to ensure proper cascading between panel and pole-level devices

3.6.6. Power Distribution

The power distribution system shall be designed for reliability, safety, and ease of maintenance.

• Dedicated circuits for perimeter lighting to avoid interference with other loads

• MCB + RCD protection per SAZS 328 and NEC requirements

• Voltage drop: Shall not exceed 3% from distribution board to the furthest luminaire

• Load balancing: Circuits shall be evenly distributed across phases to minimize neutral loading and improve system stability

• All distribution boards shall be clearly labeled, lockable, and located within secure areas

3.7. CONTROL SYSTEM

The perimeter lighting system shall incorporate an intelligent, reliable, and secure control architecture designed to ensure automatic operation, energy efficiency, and seamless integration with the facility’s security infrastructure. The control system shall include, but not be limited to, the following:

• Photocell for dusk-to-dawn operation: The lighting system shall automatically energize at sunset and de-energize at sunrise using a high-quality, weather-rated photocell. The photocell shall be mounted in an unobstructed outdoor location to ensure accurate light-level sensing and shall be compatible with the system’s load and control logic.

• Manual override switches in guardhouse: A secure, clearly labeled override switch shall be installed in the guardhouse, enabling security personnel to manually activate or deactivate perimeter lighting or force the system into high-output mode during emergencies or patrol operations.

• Control wiring per NEC 725 All control circuits, low-voltage wiring, and signal cabling shall be installed in full compliance with NEC Article 725, including separation from power conductors, use of approved raceways, and adherence to Class 1, 2, or 3 circuit requirements as applicable. Control wiring shall be protected from physical damage and routed through secure pathways.

• Control panel located in secure electrical room: A dedicated lighting control panel shall be installed in a secure, access-controlled electrical room. The panel shall house relays, contactors, surge protection, control modules, and interface terminals. The panel shall be clearly labeled, neatly wired, and designed to allow safe maintenance access while preventing unauthorized operation.

3.8. INSTALLATION REQUIREMENTS

3.8.1. General

The Contractor shall:

• Employ only licensed electricians and technicians certified under SAZS 328, SANS 10142-1, or equivalent.

• Ensure all materials are brand-new, undamaged, corrosion-free, and compliant with NEC, SAZS, SANS, and manufacturer specifications.

• Verify that all equipment is UL/CE listed, with traceable batch numbers and factory test certificates.

• Ensure all installation work complies with:

o NEC Articles 110, 300, 410, 250, 725 o SAZS 328 (Zimbabwe Wiring Regulations) o City of Harare Bylaws o UFGS 26 55 53 Security Lighting

• Maintain a clean, safe, and secure work environment, ensuring no disruption to Embassy operations.

• Provide daily installation logs, including:

o Cable lengths installed o Conduit routes o Pole erection progress o Test results o Deviations and corrective actions

• Ensure all works are inspected by the U.S. Embassy Facility Manager before concealment (e.g., before backfilling trenches).

3.8.2. Trenching

The Contractor shall:

3.8.2.1. Trench Geometry

• Excavate trenches to a uniform depth of 600 mm minimum (Zimbabwe standard) or deeper if required by NEC 300.5.

• Maintain trench width sufficient for conduit installation and compaction (typically 300– 450 mm).

• Ensure trench bottoms are level, free of rocks, debris, and sharp objects.

3.8.2.2. Bedding & Conduit Placement

• Provide 100 mm sand bedding below conduits.

• Install conduits (HDPE Class 12.5 or rigid steel) with:

o Minimum cover: 600 mm o Maximum deflection: ≤ 5° per joint o Bend radius: ≥ 6 × conduit diameter

• Ensure conduit joints are watertight and properly glued or mechanically coupled.

3.8.2.3. Backfilling

• Place 100 mm sand cover above conduits.

• Install warning tape 300 mm above conduit.

• Backfill in 150 mm compacted layers using mechanical compaction.

• Restore surface to original condition (paving, grass, gravel, etc.).

3.8.2.4. Safety & Security

• Provide barricades, reflective tape, and warning signage around open trenches.

• Ensure trenches are not left open overnight unless secured and approved by the Embassy.

• Maintain a trench inspection checklist signed daily by the Site Supervisor.

3.8.3. Pole Erection

The Contractor shall:

3.8.3.1. Foundation Preparation

• Verify foundation dimensions and reinforcement per structural drawings.

• Ensure anchor bolts are correctly positioned using a template jig.

• Confirm concrete strength (minimum 25 MPa) before pole erection.

3.8.3.2. Pole Installation

• Lift poles using certified lifting equipment and slings.

• Ensure poles are installed plumb within ±1°, verified using a digital inclinometer.

• Apply anti-seize compound to anchor bolt threads.

• Torque nuts to manufacturer specifications using a calibrated torque wrench.

• Install tamper-resistant base covers.

3.8.3.3. Earthing

• Bond pole to earth using 10/16 mm² copper conductor.

• Ensure continuity to the main earth grid.

3.8.3.4. Luminaires

• Install luminaires only after poles are fully erected, aligned, and torqued.

• Ensure all gaskets, seals, and cable glands are properly seated.

3.8.4. Luminaire Aiming

The Contractor shall:

3.8.4.1. Aiming Requirements

• Aim all luminaires at 0° tilt (horizontal), unless otherwise approved.

• Ensure no upward light (ULR = 0%).

• Use manufacturer-provided aiming guides or digital inclinometers.

3.8.4.2. Night Testing

• Conduct nighttime aiming verification with:

o Light meter o CCTV operator o Embassy Facility Manager

• Adjust luminaires to eliminate:

o Glare into CCTV cameras o Light trespass into neighboring properties o Dark pockets along fence line

3.8.4.3. Documentation

• Record final aiming angles and include in as-built documentation.

3.9. TESTING & COMMISSIONING

3.9.1. Electrical Testing

The Contractor shall perform all testing in accordance with NEC, SAZS 328, IEC 60364, and manufacturer requirements. All instruments shall be calibrated, and all results shall be recorded in the Commissioning Report.

3.9.1.1. Continuity Tests

The Contractor shall verify the integrity of all conductors throughout the installation.

• Confirm continuity of phase, neutral, and earth conductors

• Document resistance values for each circuit

• Ensure all joints, terminations, and connections are secure and compliant with NEC workmanship standards

3.9.1.2. Insulation Resistance Tests

Insulation integrity shall be verified using a calibrated insulation tester.

• Test voltage: 500 V DC minimum

• Minimum acceptable value: ≥ 1 MΩ

• Test combinations:

o Phase → Neutral o Phase → Earth o Neutral → Earth

• Any circuit failing insulation resistance shall be isolated, repaired, and retested

3.9.1.3. Earth Resistance Tests

The grounding system shall be tested to ensure safe fault-current dissipation.

• Test methods: Fall-of-Potential or Clamp-On

• Target resistance: ≤ 1–5 Ω, depending on soil conditions

• Test each pole individually

• Test the overall grounding grid or bonding network

• Document soil conditions, moisture levels, and test instrument type

3.9.1.4. Polarity Checks

The Contractor shall verify correct polarity at all termination points.

• Confirm correct phase-neutral orientation at luminaires, junction boxes, and distribution points

• Incorrect polarity shall be corrected immediately and retested

3.9.1.5. RCD/RCBO Trip Tests

Residual current protection devices shall be tested for correct operation.

• Verify trip time and trip sensitivity

• Ensure compliance with SAZS 328 and manufacturer specifications

• Test under simulated fault conditions where applicable

3.9.2. Lighting Performance Testing

Nighttime testing shall be conducted to verify compliance with photometric and security performance requirements.

3.9.2.1. Horizontal Illuminance

• Measurement line: 1.5 m inside fence

• Height: 0 m (ground level)

• Minimum: 5–10 lux

• Target average: 7–8 lux

3.9.2.2. Vertical Illuminance

• Height: 1.5 m above ground

• Minimum: 3–5 lux

• Required for CCTV facial recognition.

3.9.2.3. Uniformity Verification

• Uniformity ratio:

• Contractor shall adjust aiming or reposition luminaires if uniformity is not achieved

3.9.2.4. CCTV Clarity Assessment

The Contractor shall verify that lighting supports effective surveillance.

• Facial recognition at 1.5–1.7 m height

• Accurate clothing color reproduction

• No silhouette effects

• No glare into CCTV lenses

• Adjust luminaires as required to eliminate hotspots or shadows

3.9.3. System Functionality Testing

The Contractor shall verify:

3.9.3.1. Photocell Operation

• Confirm automatic dusk/dawn switching.

• Test photocell override.

3.9.3.2. Manual Override

• Test guardhouse override switches.

• Ensure override does not disable photocell safety logic.

3.9.3.3. Alarm-Triggered Boost (If Applicable)

• Test integration with security system.

• Verify luminaires increase output to preset level.

3.9.4. Documentation (Expanded)

The Contractor shall submit:

3.9.4.1. As-Built Drawings

• CAD/Revit format + PDF

• Include:

o Pole locations with GPS coordinates o Cable routes o Conduit sizes o Junction box locations o Aiming angles o Panel schedules

3.9.4.2. Test Certificates

• Electrical test sheets

• Photometric verification

• Earth resistance results

• Surge protection test reports

3.9.4.3. Warranty Documents

• Manufacturer warranties

• Contractor workmanship warranty

3.9.4.4. Operation & Maintenance Manuals

• Luminaire manuals

• Pole maintenance procedures

• Control system manuals

• Spare parts list

3.10. HANDOVER

The Contractor shall provide:

3.10.1. Complete As-Built Package

The Contractor shall submit a full set of as-built documentation, reflecting all final installation conditions.

• Hard copy + digital copy (PDF + native CAD/Revit files)

• Signed and stamped by the responsible Professional Engineer

• As-builts shall include:

o Final lighting layout drawings o Updated cable routing plans o Revised single line diagrams o Final pole and luminaire schedules o Any deviations from the original design

3.10.2. Commissioning Report

A comprehensive commissioning report shall be provided, documenting all tests, verifications, and performance results.

• Electrical test results (continuity, insulation resistance, earth resistance, RCD trip tests)

• Photometric verification confirming compliance with horizontal and vertical illuminance requirements

• CCTV assessment demonstrating adequate facial recognition visibility and absence of glare

• Final aiming angles for each luminaire, recorded and documented

• List of deviations and corrective actions, including justification and approval records

3.10.3. Spare Parts

To ensure maintainability and operational continuity, the Contractor shall supply spare components as follows:

• Minimum 10% spare luminaires (same model, optics, CCT, and driver configuration)

• Minimum 10% spare LED drivers compatible with the installed luminaires

• All spares shall be delivered in original packaging, clearly labeled, and included in the asset register

END OF STATEMENT OF WORK

SECTION C - PACKAGING AND MARKING

-None-

SECTION D - INSPECTION AND ACCEPTANCE

The COR, or his/her authorized representatives, will inspect from time to time the services being performed and the supplies furnished to determine whether work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

D.1 SUBSTANTIAL COMPLETION

(a) "Substantial Completion" means the stage in the progress of the work as determined and certified by the Contracting Officer in writing to the Contractor, on which the work (or a portion designated by the Government) is sufficiently complete and satisfactory. Substantial completion means that the property may be occupied or used for the purpose for which it is intended, and only minor items such as touch-up, adjustments, and minor replacements or installations remain to be completed or corrected which:

(1) do not interfere with the intended occupancy or utilization of the work, and

(2) can be completed or corrected within the time period required for final completion.

(b) The "date of substantial completion" means the date determined by the Contracting Officer or authorized Government representative as of which substantial completion of the work has been achieved.

Use and Possession upon Substantial Completion - The Government shall have the right to take possession of and use the work upon substantial completion. Upon notice by the Contractor that the work is substantially complete (a Request for Substantial Completion) and an inspection by the Contracting Officer or an authorized Government representative (including any required tests), the Contracting Officer shall furnish the Contractor a Certificate of Substantial Completion. The certificate will be accompanied by a Schedule of Defects listing items of work remaining to be performed, completed, or corrected before final completion and acceptance.

Failure of the Contracting Officer to list any item of work shall not relieve the Contractor of responsibility for complying with the terms of the contract. The Government's possession or use upon substantial completion shall not be deemed an acceptance of any work under the contract.

D.2 FINAL COMPLETION AND ACCEPTANCE

D.2.1 "Final completion and acceptance" means the stage in the progress of the work as determined by the Contracting Officer and confirmed in writing to the Contractor, at which all work required under the contract has been completed in a satisfactory manner, subject to the discovery of defects after final completion, and except for items specifically excluded in the notice of final acceptance.

D.2.2 The "date of final completion and acceptance" means the date determined by the Contracting Officer when final completion of the work has been achieved, as indicated by written notice to the Contractor.

D.2.3 FINAL INSPECTION AND TESTS. The Contractor shall give the Contracting Officer at least five (5) days advance written notice of the date when the work will be fully completed and ready for final inspection and tests. Final inspection and tests will be started not later than the date specified in the notice unless the Contracting Officer determines that the work is not ready for final inspection and so informs the Contractor.

D.2.4 FINAL ACCEPTANCE. If the Contracting Officer is satisfied that the work under the contract is complete (with the exception of continuing obligations), the Contracting Officer shall issue to the Contractor a notice of final acceptance and make final payment upon:

• Satisfactory completion of all required tests,

• A final inspection that all items by the Contracting Officer listed in the Schedule of Defects have been completed or corrected and that the work is finally complete (subject to the discovery of defects after final completion), and

• Submittal by the Contractor of all documents and other items required upon completion of the work, including a final request for payment (Request for Final Acceptance).

SECTION E - DELIVERIES AND PERFORMANCE

52.211-10 COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK

(APR 1984)

The Contractor shall be required to:

(a) commence work under this contract within 3 calendar days after the date the Contractor receives the notice to proceed,

(b) prosecute the work diligently, and,

(c) complete the entire work ready for use not later than 45 days

The time stated for completion shall include final cleanup of the premises.

52.211-12 LIQUIDATED DAMAGES - CONSTRUCTION (SEPT 2000)

(a) If the Contractor fails to complete the work within the time specified in the contract, or any extension, the Contractor shall pay liquidated damages to the Government in the amount of $50.00 for each calendar day of delay until the work is completed or accepted.

(b) If the Government terminates the Contractor’s right to proceed, liquidated damages will continue to accrue until the work is completed. These liquidated damages are in addition to excess costs of repurchase under the Default clause.

CONTRACTOR'S SUBMISSION OF CONSTRUCTION SCHEDULES

(a) The time for submission of the schedules referenced in FAR 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as five calendar days after receipt of an executed contract".

(b) These schedules shall include the time by which shop drawings, product data, samples and other submittals required by the contract will be submitted for approval.

(c) The Contractor shall revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors used by the Government. The Contractor shall submit a schedule, which sequences work so as to minimize disruption at the job site.

(d) All deliverables shall be in the English language and any system of dimensions (English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed due to delay by the Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. The

Contractor shall identify each deliverable as required by the contract.

(e) Acceptance of Schedule: When the Government has accepted any time schedule;

it shall be binding upon the Contractor. The completion date is fixed and may be extended only by a written contract modification signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not:

(1) Extend the completion date or obligate the Government to do so,

(2) Constitute acceptance or approval of any delay, or

(3) Excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

NOTICE OF DELAY

If the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in late completion of the project, the Contractor shall notify the Contracting Officer. The Contractor’s notice shall state the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule, or the completion date should be revised. The Contractor shall give such notice promptly, not more than ten (10) days after the first event giving rise to the delay or prospective delay. Only the Contracting Officer may revise the approved time schedule.

NOTICE TO PROCEED

(a) After receiving and accepting any bonds or evidence of insurance, the Contracting Officer will provide the Contractor a Notice to Proceed. The Contractor must then prosecute the work, commencing and completing performance not later than the time period established in the contract.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed before receipt and acceptance of any bonds or evidence of insurance. Issuance of a Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

WORKING HOURS

All work shall be performed from 8:00am to 4:00pm except for the holidays identified below.

Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.

The Department of State observes the following days as holidays:

New Year’s Day US/ZIM Martin Luther King Day US Washington’s Birthday US Good Friday ZIM Easter Saturday ZIM Easter Sunday ZIM Easter Monday ZIM Independence Day ZIM Workers Day ZIM Memorial Day/Africa Day US/ZIM Juneteenth US Independence Day US Heroes Day ZIM Defense Forces Day ZIM Labor Day US Columbus Day US Veterans Day US Thanksgiving US National Unity Day ZIM Christmas US/ZIM Boxing Day US/ZIM

Any other day designated by Federal law, Executive Order, or Presidential Proclamation.

When any such day falls on a Saturday, the preceding Friday is observed; when any such day falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not be cause for additional period of performance or entitlement to compensation except as set forth in the contract. If the Contractor's personnel work on a holiday, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, unless authorized pursuant to an overtime clause elsewhere in this contract.

PRECONSTRUCTION CONFERENCE

A preconstruction conference will be held 2 days after contract award at the residence to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that effect construction progress. See FAR 52.236-26, Preconstruction Conference.

DELIVERABLES - The following items shall be delivered under this contract:

Description Quantity Deliver Date Deliver To Section G. Securities/Insurance 1 3 days after award CO Section E. Construction Schedule 1 3 days after award COR Section E. Preconstruction Conference 1 3 days after award COR Section G. Personnel Biographies 1 3 days after award COR Section F. Payment Request 1 Last calendar day COR of each month

Section D. Request for Substantial Completion 1 5 days before inspection COR

Section D. Request for Final Acceptance 1 5 days before inspection COR

SECTION F – CONTRACT ADMINISTRATION DATA

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR).

Such designation(s) shall specify the scope and limitations of the authority so delegated;

provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer, and this authority is delegated in the designation.

(b) The COR for this contract is Supervisory Electrical Engineer

Payment: The Contractor's attention is directed to Section H, 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following elaborates on the information contained in that clause.

Requests for payment, may be made no more frequently than monthly. Payment requests shall cover the value of labor and materials completed and in place, including a prorated portion of overhead and profit.

After receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount, which is then due. If the Contracting Officer does not approve payment of the full amount applied for, less the retainage allowed by in 52.232-5, the Contracting Officer shall advise the Contractor as to the reasons.

Under the authority of 52.232-27(a), the 14 day period identified in FAR 52.232-27(a)(1)(i)(A) is hereby changed to 30 days.

HarareFMOinvoices@state.gov

The Contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

SECTION G - SPECIAL TERMS AND CONDITIONS

G.1.0 PERFORMANCE/PAYMENT PROTECTION - The Contractor shall furnish some form of payment protection as described in 52.228-13 in the amount of 50% of the contract price.

G.1.1 The Contractor shall provide the information required by the paragraph above within ten

(10) calendar days after award. Failure to timely submit the required security may result in rescinding or termination of the contract by the Government. If the contract is terminated, the Contractor will be liable for those costs as described in FAR 52.249-10, Default (Fixed-Price Construction), which is included in this purchase order.

G.1.2 The bonds or alternate performance security shall guarantee the Contractor's execution and completion of the work within the contract time. This security shall also guarantee the correction of any defects after completion, the payment of all wages and other amounts payable by the Contractor under its subcontracts or for labor and materials, and the satisfaction or removal of any liens or encumbrances placed on the work.

G.1.3 The required securities shall remain in effect in the full amount required until final acceptance of the project by the Government. Upon final acceptance, the penal sum of the performance security shall be reduced to 10% of the contract price. The security shall remain in effect for one year after the date of final completion and acceptance, and the Contractor shall pay any premium required for the entire period of coverage.

G.2.0 INSURANCE - The Contractor is required by FAR 52.228-5, "Insurance - Work on a Government Installation" to provide whatever insurance is legally necessary. The Contractor shall at its own expense provide and maintain during the entire performance period the following insurance amounts:

G.2.1 GENERAL LIABILITY (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury):

(1) BODILY INJURY, ON OR OFF THE SITE, IN U.S. DOLLARS

Per Occurrence $25,000.00

Cumulative $100,000.00

(2) PROPERTY DAMAGE, ON OR OFF THE SITE, IN U.S. DOLLARS

Per Occurrence $25,000.00

Cumulative $100,000.00

G.2.2 The foregoing types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

G.2.3 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government.

G.2.4 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

G.2.5 The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

G.3.0 DOCUMENT DESCRIPTIONS

G.3.1 SUPPLEMENTAL DOCUMENTS: The Contracting Officer shall furnish from time to time such detailed drawings and other information as is considered necessary, in the opinion of the Contracting Officer, to interpret, clarify, supplement, or correct inconsistencies, errors or omissions in the Contract documents, or to describe minor changes in the work not involving an increase in the contract price or extension of the contract time. The Contractor shall comply with the requirements of the supplemental documents, and unless prompt objection is made by the Contractor within 20 days, their issuance shall not provide for any claim for an increase in the Contract price or an extension of contract time.

G.3.1.1. RECORD DOCUMENTS. The Contractor shall maintain at the project site:

(1) a current marked set of Contract drawings and specifications indicating all interpretations and clarification, contract modifications, change orders, or any other departure from the contract requirements approved by the Contracting Officer; and,

(2) a complete set of record shop drawings, product data, samples and other submittals as approved by the Contracting Officer.

G.3.1.2 . "As-Built" Documents: After final completion of the work, but before final acceptance thereof, the Contractor shall provide:

(1) a complete set of "as-built" drawings, based upon the record set of drawings, marked to show the details of construction as actually accomplished; and,

(2) record shop drawings and other submittals, in the number and form as required by the specifications.

G.4.0 LAWS AND REGULATIONS - The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the construction site without the permission of the Contracting Officer. Unless otherwise directed by the Contracting Officer, the Contractor shall comply with the more stringent of the requirements of such laws, regulations, and orders and of the contract. In the event of a conflict between the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

G.4.1 The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

G.4.2 The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all requisite licenses and permits.

G.4.3 The Contractor shall submit proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause.

G.5.0 CONSTRUCTION PERSONNEL - The Contractor shall maintain discipline at the site and at all times take all reasonable precautions to prevent any unlawful, riotous, or disorderly conduct by or among those employed at the site. The Contractor shall ensure the preservation of peace and protection of persons and property in the neighborhood of the project against such action. The Contracting Officer may require, in writing that the Contractor remove from the work any employee that the Contracting Officer deems incompetent, careless, insubordinate or otherwise objectionable, or whose continued employment on the project is deemed by the Contracting Officer to be contrary to the Government's interests.

G.5.1 If the Contractor has knowledge that any actual…