US Embassy Borehole SOW.pdf

October 2024 UNCLASSIFIED P a g e 1

STATEMENT OF WORK (SOW)

FOR CONTRACTOR SERVICES

Project Title: U.S. Embassy Pretoria Borehole Installation

Prepared by: Jonathan Nieuwoudt, Building Engineer

Date: January 2025

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1. Contents

1. Contents

2. Objective

3. Administration

3.1 General

3.1.1 Location

3.1.2 Definitions

3.1.3 Special circumstances

3.1.4 Working Hours

3.1.5 Schedule

3.2 Site Security and Safety

3.2.1 Contractor responsibility

3.2.2 Access, Equipment and Security Badging

3.2.3 Vehicle Parking

3.2.4 Working In a CAA Space

3.2.5 Tools and Materials

3.2.6 Searches

3.2.7 Prohibited Items

3.2.8 Conduct

4. Project Scope

5. Detailed Requirements and Specifications

5.1 Regulatory Compliance and Permits

5.2 Site Assessment, Hydrogeological Survey, and Feasibility Study

5.3 Borehole Drilling and Installation

5.4 Pump and Control System Installation

5.5 Water Quality Testing and Monitoring

5.6 System Integration with Existing Infrastructure

5.7 Environmental and Safety Measures

6. Project Deliverables

7. Contractor Qualifications

8. Project Management and Reporting

9. Quality and Safety Standards

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10. Acceptance Criteria

11. PROCUREMENT SENSITIVE

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2. Objective

The primary objective of this project is to design, install, and commission a high-capacity, sustainable borehole water system as a key component of a comprehensive sustainability initiative at the US

Embassy in Pretoria. This system will be designed to ensure a minimum supply of 120,000 liters of water per month, primarily for the irrigation of the embassy’s landscaped areas, gardens, and other green spaces. Utilizing borehole water for irrigation will enhance the aesthetic appeal of the grounds while reducing reliance on municipal water supplies, thereby contributing to overall water conservation efforts.

In addition to irrigation, the project includes plans for potential expansion into brown water applications. Treated borehole water may be employed for non-potable purposes, such as flushing toilets, which will further decrease the overall demand for municipal water and promote efficient resource utilization. By implementing this borehole system, the embassy aims to bolster its water security and resilience during periods of municipal supply shortages, aligning with broader sustainability goals that seek to minimize the environmental impact associated with water sourcing and consumption.

The borehole system will be designed to integrate seamlessly with the existing water storage facilities at the embassy. It will feature an automated control system that enables efficient switching between borehole and municipal water supplies based on real-time demand, tank levels, and overall water availability. This automation will help optimize water usage, minimize waste, and ensure a reliable supply of water for both irrigation and sanitation purposes.

Ultimately, this project is not just a short-term solution but part of a long-term commitment to sustainable practices. The embassy aims to create a model of responsible water management that can be replicated in other facilities, promoting environmental stewardship and resource conservation. By achieving these objectives, the US Embassy in Pretoria will enhance its operational sustainability while contributing positively to the local environment and community.

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3. Administration

3.1 General

3.1.1 Location

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

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

For the purpose of this 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

U N C L A S S I F I E D P a g e 6 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 Schedule

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 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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3.2.2 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.

3.2.3 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.

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3.2.4 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.

3.2.5 Tools and Materials

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.

3.2.6 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.

3.2.7 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.

3.2.8 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.

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4. Project Scope

This project encompasses all tasks necessary for the successful deployment of the borehole water supply system, including regulatory compliance, site analysis, borehole construction, pump and control system installation, and integration with the Embassy’s infrastructure. Key project components are as follows:

1. Regulatory Compliance and Permits: Ensure all permits and approvals from relevant authorities.

2. Hydrogeological Survey and Feasibility Study: Conduct comprehensive analysis to identify an appropriate site, yield capacity, and assess sustainability to meet the monthly minimum requirement.

3. Borehole Drilling and Construction: Drill and secure borehole(s) with high-quality materials to ensure long-term integrity.

4. Pump and Automated Control System Installation: Install a pump system with automated controls to monitor groundwater levels, tank levels, water usage, and source switching.

5. Water Quality Testing and Monitoring: Conduct initial water testing to verify quality and advise on future testing frequency.

6. System Integration and Automation: Integrate with existing storage, ensuring flexibility to switch between municipal and borehole sources.

7. Training and Handover: Provide training for Embassy facilities staff on system operations, monitoring, and maintenance.

5. Detailed Requirements and Specifications

5.1 Regulatory Compliance and Permits

The contractor is responsible for ensuring compliance with all regulatory requirements related to borehole installation and groundwater usage.

• Permit Acquisition: All necessary drilling, groundwater extraction, and environmental permits must be secured from the Department of Water and Sanitation (DWS) and relevant local authorities. The contractor will submit applications, follow-up, and secure approvals as required.

• Compliance with Local and Embassy Standards: Adhere to South African environmental and water use standards, as well as the Embassy's environmental policies.

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• Security Compliance: All contractors and personnel must pass Embassy security clearance and abide by on-site protocols, including restricted area access.

Deliverable: Regulatory Compliance Report detailing all permits, certifications, and completed compliance checks.

5.2 Site Assessment, Hydrogeological Survey, and Feasibility Study

A detailed site assessment and feasibility study are critical for establishing the borehole location, depth, and number to meet water demand sustainably.

• Hydrogeological Survey: Engage a qualified hydrogeologist to conduct a thorough survey of potential sites, identifying the water table depth, aquifer capacity, and projected yield to meet a minimum monthly requirement of 120,000 liters without depleting resources.

• Assessment of Multiple Boreholes: If deemed necessary to ensure sustainable yield and reduce pressure on a single aquifer, the contractor should recommend the installation of more than one borehole. Each borehole should be strategically located to maximize groundwater use without over-extraction.

• Risk Assessment: Analyze risks associated with drilling near existing infrastructure and implement measures to mitigate any potential impacts on the environment.

Deliverable: Hydrogeological Survey and Feasibility Report with recommendations for borehole placement, depth, and the feasibility of multiple boreholes.

5.3 Borehole Drilling and Installation

Following site selection and permitting, the contractor will proceed with borehole drilling, ensuring precision, structural integrity, and security.

• High-Precision Drilling: Use industry-standard drilling techniques to ensure minimal disruption and secure structural integrity of the borehole. The estimated depth should be based on hydrogeological recommendations.

• Casing and Gravel Pack Installation: Install a corrosion-resistant casing to stabilize the borehole walls, prevent contamination, and protect the pump from sediment infiltration.

• Borehole Security: The borehole should be capped securely with a lockable cover in line with

Embassy security protocols to prevent unauthorized access or tampering.

Deliverable: Constructed Borehole with Complete Casing, Gravel Pack, and Secure Cap.

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5.4 Pump and Control System Installation

A pump system with advanced control capabilities will be installed to manage extraction rates, tank levels, and prevent over-extraction.

• High-Capacity Pump System: A robust, submersible pump should be selected to consistently meet the monthly minimum of 120,000 liters. The pump system must have features such as variable speed control to regulate water flow based on demand and prevent depletion.

• Control System to Prevent Drying: The pump control system should include sensors to monitor groundwater levels in real-time. If the water level falls below a specified threshold, the system should automatically reduce or halt pumping to avoid drying out the borehole. This may involve timed pumping intervals or a gradual reduction in flow based on detected levels.

• Multiple Borehole Management: If multiple boreholes are recommended, the control system should be capable of managing each borehole independently, rotating between sources to balance extraction rates and ensure sustainability.

• Tank Level Monitoring and Usage Tracking: The system will monitor water storage levels, tracking daily and monthly usage to optimize water management. This data should be accessible to Embassy staff for analysis and reporting purposes.

• Source Switching: Install a fully automated mechanism that can switch between borehole and municipal water supply based on pre-set tank levels and groundwater availability. A manual override function should also be provided for emergencies.

Deliverable: Installed Pump and Control System with level monitoring, usage tracking, automated source-switching, and sustainability controls.

5.5 Water Quality Testing and Monitoring

The contractor will conduct water quality tests to ensure the water meets Embassy standards for non-potable uses and provide guidelines for ongoing quality assurance.

• Initial Water Quality Testing: Perform comprehensive analyses, including microbial, chemical, and mineral content tests, to confirm water safety.

• Regular Testing Recommendations: Provide a schedule and guidelines for ongoing testing to maintain quality and detect potential contamination early.

Deliverable: Water Quality Report and Maintenance Recommendations.

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5.6 System Integration with Existing Infrastructure

The borehole system must seamlessly integrate with the Embassy’s existing water storage system, allowing for uninterrupted water supply based on operational needs.

• Automated Integration: Configure the control system to synchronize with the current water storage infrastructure, ensuring compatibility and consistent operation.

• Emergency Switching Protocol: In the event of a malfunction, the system should have clear emergency protocols for switching between borehole and municipal water supply. System diagnostics should alert staff to potential issues, enabling timely intervention.

Deliverable: Integrated System with Automated Switching and Diagnostics.

5.7 Environmental and Safety Measures

The contractor will implement environmental protection and safety protocols to ensure compliance and minimize disruption.

• Environmental Protection: Enforce erosion and runoff control measures to prevent degradation of surrounding landscapes and protect groundwater quality.

• Noise and Pollution Control: Minimize noise, dust, and emissions during drilling in accordance with environmental standards.

• Health and Safety Protocols: Comply with Embassy safety regulations and provide PPE for all on-site personnel. Contractors will undergo security clearance and comply with restricted access policies.

Deliverable: Environmental and Safety Compliance Documentation.

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6. Project Deliverables

1. Regulatory Compliance Report: Documenting all permits and regulatory approvals.

2. Hydrogeological Survey and Feasibility Report: Detailed site analysis and recommendations for borehole setup.

3. Borehole Construction Documentation: As-built details of drilled borehole(s) and materials used.

4. Pump and Control System Setup: Detailed information on installed components, tank level monitoring, and usage tracking.

5. Water Quality Testing Report: Results and recommendations for ongoing testing.

6. System Integration Documentation: Instructions for source switching, control mechanisms, and diagnostics.

7. Final Handover and Training Package: Comprehensive training for staff on system use and maintenance.

7. Contractor Qualifications

The selected contractor must meet specific qualifications to ensure the quality, reliability, and security of the borehole installation process.

• Company Profile and Project History: The contractor is required to submit a detailed company profile that includes an overview of their operational capabilities, years of experience, organizational structure, and any relevant certifications. Along with the company profile, a comprehensive list of projects completed within the last five years should be provided. This project history should highlight similar borehole installations, with a focus on sustainable groundwater systems, water management, and control systems for government or high-security sites.

• In-House Capability: Only companies with the capacity to complete the full scope of work in-house will be considered. No third-party companies, subcontractors, or external consultants will be allowed, as this project requires dedicated expertise and consistency in handling all aspects of the borehole installation. The contractor must demonstrate internal capabilities for hydrogeological analysis, borehole drilling, pump and control system installation, integration, and training.

• Qualified Personnel: The contractor’s team must include experienced hydrogeologists, certified drilling technicians, engineers specializing in water systems, and skilled technicians with expertise in pump and control systems. Key personnel’s qualifications, certifications, and relevant project experience should be included in the bid. If the contractor deems it necessary to bring in a second-party company for specific skills, full disclosure is required. The contractor

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Bid Submission Requirements: Contractors must submit the following with their bid:

• Detailed company profile

• List of recent, relevant projects

• Resumes and certifications of key personnel

• Proof of in-house capabilities for each project phase

• Disclosure of any second-party involvement, including roles and responsibilities

8. Project Management and Reporting

The contractor will provide regular updates on project status, milestones, and any potential risks.

Required reporting includes:

• Weekly Progress Reports: Summarizing work completed, upcoming activities, and issues encountered.

• Final As-Built Documentation: Complete schematics, system manuals, and maintenance guidelines.

9. Quality and Safety Standards

• Quality Assurance: Use certified equipment and materials that meet Embassy standards.

• Workmanship: Follow industry best practices for borehole construction and pump installation.

• Safety Compliance: Meet Embassy and South African health, safety, and environmental standards.

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10. Acceptance Criteria

The borehole system must meet specific technical requirements to be considered acceptable for installation and operation. These criteria are designed to ensure that the system not only fulfills operational needs but also aligns with sustainability, safety, and integration standards.

Firstly, the system must demonstrate a sustainable yield of at least 120,000 liters per month. This yield must be verified through hydrogeological assessments and operational testing to ensure the borehole can consistently supply this volume without compromising the surrounding groundwater resources. This is critical for maintaining the balance of the local aquifer and ensuring that the borehole does not contribute to depletion or negative environmental impacts over time.

Secondly, the borehole system must exhibit full compatibility with the existing water storage infrastructure at the US Embassy. This includes ensuring that the borehole's output can be seamlessly integrated with current storage tanks and distribution systems. Proper compatibility will facilitate efficient water management, allowing for automated switching between borehole and municipal water supplies. Comprehensive testing should be conducted to confirm that the new system functions effectively within the established infrastructure without the need for significant modifications or additional investments.

The installation of the borehole system must also adhere to secure installation practices that incorporate appropriate environmental protections. This encompasses measures to safeguard the local ecosystem, prevent contamination of groundwater, and ensure that the installation process minimizes disturbances to the surrounding area. Environmental assessments and adherence to local regulations must be documented to demonstrate compliance with environmental protection standards.

Lastly, all documentation, training, and reporting requirements must be completed prior to the final acceptance of the borehole system. This includes providing comprehensive documentation of the installation process, operational manuals, and maintenance guidelines. Additionally, training sessions must be conducted for embassy personnel to ensure they are proficient in operating and maintaining the system. Regular reporting protocols must be established to monitor the system’s performance, water quality, and yield, facilitating ongoing assessments and adjustments as needed.

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11. 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***