US Embassy Repaving RSO parking area SOW.docx

STATEMENT OF WORK (SOW)

FOR CONTRACTOR SERVICES

Project Title: U.S. Embassy Pretoria Repaving RSO parking area Prepared by: Jonathan Nieuwoudt, Building Engineer Date: April 2026

Contents

Objective

The primary objective of this project is to remove and replace approximately 700 square meters of deteriorated pavement in the Regional Security Office (RSO) parking area at the U.S. Embassy Pretoria. The existing pavement has significantly deteriorated with loose and broken surfaces that create tripping hazards and safety risks for RSO staff and visitors.

The current pavement condition poses multiple operational and safety concerns:

· Safety Hazards: Loose and broken pavement surfaces create tripping hazards for personnel, particularly during inclement weather when visibility is reduced

· Liability Exposure: The substandard condition increases the Embassy's liability exposure and risk of personnel injuries

· Professional Appearance: The deteriorated pavement is inconsistent with the maintenance standards and professional appearance of the rest of the Embassy compound

· Security Concerns: Damaged pavement creates potential obstacles during emergency response situations, undermining the overall security posture

· Progressive Deterioration: Continued deterioration will worsen these conditions and increase repair costs if not addressed This project will comprehensively address these deficiencies by:

1. Removing all deteriorated pavement and damaged base materials

2. Properly preparing the site with appropriate grading and compaction

3. Installing new paving materials that match the material, color, and finish of existing compound paving

4. Ensuring proper drainage to prevent future deterioration

5. Restoring the area to a safe, functional, and professional condition The new pavement will meet current construction standards, eliminate tripping hazards, improve safety for RSO personnel and visitors, provide proper drainage, and deliver a uniform appearance consistent with the rest of the Embassy compound. The project will enhance operational safety, reduce liability exposure, and support the security mission by ensuring unobstructed access during emergency response situations.

Administration General

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

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

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.

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 under the provisions of this SOW; therefore, the U.S. Embassy reserves the right to defer work to the timeframe when escorts are available.

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.

Site Security and Safety 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.

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.

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.

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.

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.

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.

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

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.

Project Scope

This project encompasses all tasks necessary for the complete removal and replacement of approximately 700 square meters of deteriorated pavement in the RSO parking area. The scope includes site assessment, demolition of existing pavement, proper site preparation and base work, installation of new paving materials matching existing compound standards, drainage improvements, quality control testing, and site restoration. Key project components are as follows:

1. Site Assessment and Survey: Conduct comprehensive assessment of existing pavement condition, subsurface conditions, drainage patterns, and utility locations

2. Demolition and Removal: Remove all deteriorated pavement and damaged base materials; properly dispose of demolition debris

3. Site Preparation and Base Work: Prepare subgrade, install proper base course materials with appropriate compaction to support new pavement

4. Drainage Requirements: Ensure proper drainage design and installation to prevent water accumulation and future pavement deterioration

5. Paving Installation: Install new paving materials (concrete pavers, asphalt, or as specified) matching the material, color, and finish of existing compound paving

6. Quality Control and Testing: Conduct compaction testing, material testing, and quality inspections throughout the project

7. Site Restoration: Restore adjacent areas, landscaping, and ensure proper cleanup

Detailed Requirements and Specifications

Site Assessment and Survey A comprehensive site assessment is required to understand existing conditions and develop an appropriate construction approach.

Assessment Requirements:

· Survey the RSO parking area to confirm dimensions (approximately 700 m²)

· Identify existing drainage patterns and infrastructure

· Identify material staging areas and equipment access routes Deliverable: Recommended construction approach.

Demolition and Removal All deteriorated pavement and damaged base materials must be removed to allow for proper reconstruction.

Demolition Requirements:

· Remove all existing pavement within the designated 700 m² area

· Excavate to a depth sufficient to remove all damaged base materials (minimum depth as determined by site assessment, typically 150-300mm below existing pavement surface)

· Saw cut pavement edges cleanly where new pavement will tie into existing pavement

· Protect adjacent structures, landscaping, and utilities during demolition

· Use appropriate equipment to minimize noise, dust, and vibration

· Coordinate demolition activities with RSO to minimize disruption Removal and Disposal:

· Load and haul all demolition debris off-site

· Dispose of materials at approved disposal facilities in accordance with local regulations

· Provide documentation of proper disposal (waste disposal receipts)

· Separate recyclable materials where feasible (concrete, asphalt)

· Clean work area daily to maintain safe conditions

Site Preparation and Base Work Proper site preparation and base construction are critical for long-term pavement performance.

Subgrade Preparation:

· Grade subgrade to proper elevations ensuring positive drainage (minimum 1% slope)

· Compact subgrade to minimum 95% Modified Proctor density (ASTM D1557)

· Proof-roll subgrade with loaded truck to identify soft spots

· Remove and replace any unsuitable subgrade materials

· Verify subgrade bearing capacity meets minimum CBR of 10% (or as specified) Base Course Installation:

· Install crushed stone base course meeting SANS 3001-GR specifications

· Base course thickness: minimum 150mm compacted thickness (or as determined by site assessment and design)

· Material gradation: G1 or G2 crushed stone as appropriate for traffic loading

· Place base course in maximum 100mm lifts

· Compact each lift to minimum 98% Modified Proctor density (ASTM D1557)

· Maintain proper grades and cross-slopes for drainage Quality Control:

· Conduct compaction testing at frequency of 1 test per 200 m² per lift minimum

· Conduct gradation testing on base course materials

· Document all test results

· Correct any areas failing to meet specifications Deliverable: Compaction test reports, material test results, and photographic documentation of base course installation.

Drainage Requirements Proper drainage is essential to prevent water accumulation and future pavement deterioration.

Drainage Design:

· Ensure minimum 1% surface slope for positive drainage

· Direct water away from buildings and toward existing drainage infrastructure

· Maintain or improve existing drainage patterns

· Coordinate with Embassy facilities staff regarding existing drainage systems Drainage Installation:

· Install or repair drainage structures as needed (catch basins, channels, etc.)

· Ensure proper connection to existing drainage systems

· Verify all drainage structures are at proper elevations

· Test drainage flow before final paving Surface Drainage:

· Grade pavement surface to prevent ponding

· Ensure water drains to designated collection points

· Provide positive drainage at all pavement edges Deliverable: Drainage plan and verification of proper drainage function.

Paving Installation New paving must match the material, color, and finish of existing compound paving to ensure uniformity.

Paving Material Determination: The contractor shall verify the existing compound paving material and provide matching materials. Typical options include:

Installation Requirements:

· Match existing compound paving material, color, texture, and finish exactly

· Provide material samples for approval before installation

· Ensure smooth transition between new and existing pavement

· Maintain proper grades and drainage slopes

· Protect newly installed pavement from traffic until properly cured/set

· Install in accordance with manufacturer recommendations and industry standards Quality Control:

· Verify proper thickness through cores or measurements

· Inspect surface finish and appearance

· Verify proper drainage and slopes Deliverable: Installed pavement matching existing compound standards, with material test results and quality control documentation.

Quality Control Comprehensive quality control and testing are required throughout the project.

Inspection Requirements:

· Daily inspection by contractor quality control personnel

· Weekly inspection by COR or designated representative

· Final inspection before acceptance Non-Conformance:

· Any materials or work failing to meet specifications must be removed and replaced at contractor's expense

· Contractor must submit corrective action plan for any failed tests Deliverable: Complete testing documentation including all compaction tests, material tests, and inspection reports.

Site Restoration and Cleanup Upon completion of paving work, the site must be fully restored and cleaned.

Restoration Requirements:

· Repair any damage to adjacent pavement, curbs, or structures

· Restore landscaping disturbed by construction activities

· Clean all pavement surfaces of construction debris and stains

· Remove all construction equipment, materials, and temporary facilities

· Repair any damage to compound fencing, gates, or other infrastructure Final Cleanup:

· Sweep all paved surfaces clean

· Remove all dirt, mud, and debris from work area

· Clean adjacent areas affected by construction activities

· Dispose of all waste materials properly

· Leave site in clean, ready-to-use condition Final Inspection:

· Coordinate final walkthrough with COR and RSO

· Address any punch list items within 5 working days

· Obtain final acceptance from COR Deliverable: Completed project with site fully restored and cleaned to Embassy standards.

Project Deliverables

1. Site Assessment Report: Comprehensive assessment including survey, subsurface investigation, and construction approach

2. Phasing Plan: Plan showing how work will be phased to maintain partial RSO parking access during construction (if required)

3. Demolition Documentation: Report documenting demolition activities and disposal receipts

4. Material Submittals: Samples and specifications of proposed paving materials for approval

5. Drainage Verification: Documentation of proper drainage function

6. Quality Control Documentation: All inspection reports and quality control records

7. As-Built Drawings: Final drawings showing actual constructed conditions, including any deviations from original plan

8. Warranty Documentation: Manufacturer warranties for materials and contractor workmanship warranty

9. Final Completion Report: Summary of all work completed, test results, and final acceptance documentation

Contractor Qualifications The selected contractor must meet specific qualifications to ensure quality paving work and appropriate coordination with security operations.

Required Qualifications:

· Company Profile: Detailed company profile including years of experience in paving and site work, organizational structure, and relevant certifications

· Project History: Comprehensive list of similar paving projects completed within the last five years, with emphasis on:

· Parking area paving or repaving projects

· Projects at government facilities or secure locations

· Projects of similar size (500-1,000 m²)

· Projects requiring coordination with ongoing operations

· Technical Expertise: Demonstrated expertise in:

· Pavement demolition and removal

· Site preparation and base course construction

· Concrete, asphalt, or paver installation (as applicable)

· Drainage design and installation

· Quality control and testing procedures Personnel Requirements:

· Experienced project manager with paving project background

· Qualified site supervisor with minimum 5 years paving experience

· Skilled paving crew with appropriate certifications

· Quality control personnel trained in compaction testing and inspection

· Safety officer or personnel trained in construction safety Equipment Requirements:

· Appropriate demolition equipment (excavators, jackhammers, saws)

· Compaction equipment (plate compactors, rollers)

· Paving equipment appropriate for selected paving method

· Testing equipment or access to testing services

· Trucks for material delivery and debris removal References:

· Minimum three (3) references from similar paving projects

· References should include contact information and project details

· Government or secure facility references preferred Insurance and Licensing:

· Valid business license in South Africa

· General liability insurance (minimum coverage as specified by CO)

· Workers' compensation insurance for all personnel

· Vehicle insurance for all equipment and trucks

· Compliance with South African labor laws Certifications:

· Relevant trade certifications for paving work

· Safety certifications (e.g., SAMTRAC or equivalent) Bid Submission Requirements:

· Detailed company profile and project history

· Resumes of key personnel

· References with contact information

· List of equipment to be used

· Proposed paving material specifications and samples

· Construction methodology and phasing plan

· Quality control plan

· Safety plan

· Proof of insurance and licensing

· Warranty information (minimum 1 year workmanship, material warranties per manufacturer)

Project Management and Reporting The contractor will provide regular updates on project status and coordinate closely with Embassy facilities staff and RSO.

Reporting Requirements:

· Pre-Construction Meeting: Kick-off meeting with COR, Facilities Manager to review schedule, safety plan, security protocols, and coordination procedures

· Daily Coordination: Daily check-in with COR during active construction

· Weekly Progress Reports: Written updates on work completed, upcoming activities, test results, and any issues

· Issue Reporting: Immediate notification of any problems, delays, safety concerns, or security issues

· Completion Report: Final report documenting all work completed, test results, and as-built conditions Coordination Requirements:

· Coordinate daily with COR regarding work activities and access

· Maintain communication with COR regarding utilities and site conditions

· Provide 24-hour notice before any major construction activities

· Coordinate material deliveries to minimize disruption

· Maintain security protocols at all times

· Immediately report any security concerns to COR Weather Delays:

· Notify COR immediately of any weather-related delays

· Provide updated schedule when work can resume

· Protect work in progress from weather damage Deliverable: Regular progress reports, test results, and final completion documentation.

Quality and Safety Standards Quality Assurance:

· Use certified materials meeting SANS or ASTM standards

· All materials must be new and from reputable suppliers

· Installation must meet industry standards and manufacturer specifications

· Conduct quality inspections at key milestones Workmanship:

· Follow industry best practices for paving construction

· Ensure proper compaction, grades, and drainage

· Maintain clean, professional appearance

· Match existing compound paving exactly Safety Compliance:

· Meet Embassy and South African health and safety standards

· Comply with SABS requirements for construction work

· Follow OSHA guidelines where applicable

· Implement comprehensive safety program throughout construction

· Conduct daily safety briefings (toolbox talks)

· Maintain clean, organized work site Traffic Control:

· Implement appropriate traffic control measures

· Provide barricades, signage, and warning devices

· Coordinate vehicle movements with COR Environmental Protection:

· Control dust through water spraying or other approved methods

· Prevent sediment runoff to storm drains

· Properly contain and dispose of all waste materials

· Minimize noise during construction activities

Acceptance Criteria The repaved RSO parking area must meet specific criteria to be considered acceptable for final acceptance and payment.

Pavement Quality:

· New pavement matches existing compound paving in material, color, and finish

· Surface is smooth, level, and free of defects

· No cracks, spalling, or surface deterioration

· All joints properly formed and sealed (if applicable) Structural Integrity:

· Concrete strength meets minimum 30 MPa (if applicable)

· Base course gradation meets SANS specifications

· No soft spots or areas of inadequate support Drainage:

· Positive drainage throughout paved area (minimum 1% slope)

· No ponding or standing water after rain

· Proper connection to existing drainage systems

· All drainage structures functioning properly Safety:

· All tripping hazards eliminated

· Smooth transitions between new and existing pavement

· Proper grades and cross-slopes maintained

· No protruding objects or hazards Appearance:

· Professional appearance consistent with Embassy standards

· Uniform color and texture matching existing compound

· Clean, finished appearance

· No staining or discoloration Documentation:

· All required deliverables completed and submitted

· All test results meet specifications

· As-built drawings accurately reflect constructed conditions

· Warranty documentation provided Site Restoration:

· All adjacent areas restored to original or better condition

· Landscaping repaired or replaced

· Site cleaned and free of construction debris

· All temporary facilities and equipment removed Final Inspection:

· COR, Facilities Manager conduct final walkthrough inspection

· All punch list items completed within 5 working days

· RSO parking area fully functional and safe for use

· Final acceptance signed by COR

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***

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