Embassy of the United States of America Pretoria, South Africa

STATEMENT of WORK

Project Type: Grounds Lawn Treatment US Embassy Sites 877 Pretorius St, Arcadia, Pretoria, 0007, South Africa 193 Taurus Ave, Waterkloof Ridge, Pretoria, 0181, South Africa 357 Victoria St, Waterkloof, Pretoria, 0145, South Africa 370 Mackenzie St, Brooklyn, Pretoria, 0011, South Africa 100 Totius St, Groenkloof, Pretoria, South Africa Embassy of the United States of America Pretoria, South Africa Statement of Work Lawn Treatment US Embassy sites.

The Department of State for the United States of America offers the following Statement of Work for consideration, bidding, and upon bid acceptance as a list of required activities in the performance of the contract.

Location of the Project: 877 Pretorius St, Arcadia, Pretoria, 0007, South Africa 193 Taurus Ave, Waterkloof Ridge, Pretoria, 0181, South Africa 357 Victoria St, Waterkloof, Pretoria, 0145, South Africa 370 Mackenzie St, Brooklyn, Pretoria, 0011, South Africa 100 Totius St, Groenkloof, Pretoria, South Africa

Introduction: The U.S Department of State requires services of professional pest Lawn treatment maintenance company to conduct lawn treatment inside the US embassy sites.

Background: The list of tasks found below is comprehensive and representative of the work expected. However, if additional requirements are identified, it is expected that all parties will negotiate in good faith to ensure the final product meets all reasonable standards.

The service areas are all grass covered areas at all sites.

Tasks: The required tasks are outlined below. The contractor is encouraged to contact the POC for more information, should it be required.

Index Page

1. SERIES ONE: ESTABLISH SITE & SITE SAFETY

1. General Safety

a. The Contractor must demonstrate an understanding of their responsibilities related to the safety and health requirements by addressing hazards in the pre-planning processes and meetings.

b. Before starting a project, the Contractor must review the work site and identify hazards that may occur while performing the work project.

c. The Contractor is expected to provide a “competent person” to implement the site safety and health plan and oversee its strict compliance. A competent person is an individual who, by way of training and/or experience, is knowledgeable of applicable standards, capable of identifying workplace hazards related to the specific operation, is designated by the employer, and has the authority to take appropriate actions.

d. The Contractor must provide proof of payment of local insurance for all employees involved in the work project for the duration of the project. This information must be included as part of the safety file.

e. The Contractor will conduct a safety briefing before starting daily work.

f. Any Contractor personnel who show signs of intoxication will be denied entry into the work area.

g. The Contractor shall ensure personnel working at the site are trained and aware of potential hazards. The Contractor shall unequivocally ensure that personnel have proper safety equipment to prevent accidental injury per the contract's requirements.

h. The Contractor must accept the safety and health standards established by the U.S. Embassy.

I. All workers shall remove any chains, rings, watches, bracelets, and other jewelry during the execution of the work project. Medical bracelets are excluded.

i. Smoking is strictly prohibited at the work site, and personnel will only use areas identified as “designated smoking areas.” The consumption of marijuana or similar recreational substances is strictly prohibited on U.S. government-held properties.

j. The Contractor will report accidents and near misses to the COR, who will pass the proper data to the POSHO.

2. Barricading and Warning Signs The Contractor must place provisional barricades and warning signs to maintain a safe and accessible path of travel for all pedestrians, including those with disabilities, to avoid accidents with third parties. Barricades alert others about hazards created by construction activities and should be used to control vehicular traffic around the work site. The Contractor shall:

a. Erect and maintain proper barricades for the duration of the contract, including fencing material, traffic cones, caution tape, and temporary curb rams, complying with all applicable access codes and regulations.

b. Ensure that no construction materials are stored and/or positioned in the path of travel.

c. Maintain the construction barriers in a sound, neat, and clean condition.

3. Personal Protective Equipment (PPE)

a. All Contractor personnel must use the PPE required per the contracted work.

b. The Contractor must inspect and maintain spare PPE in case of equipment damage, deterioration, or loss.

c. The PPE must meet the technical specifications required by local and international standards.

d. All sharp cutting tools must be carried in tool-carrying cases. Under no circumstances shall they be carried on-person in uniform pockets.

e. In those takes where certified PPE is required, the Contractor must provide the current certification to the POSHO via the COR.

f. The Contractor must provide records of PPE received for all the employees involved in the task.

4. Safety Inspections

a. All tools, equipment, and machinery used in executing the contracted work must be inspected by a competent person before starting the project.

b. COR and/or safety representatives of the U.S. Embassy may inspect the Contractor's equipment, tools, and machinery at any time and request a change if necessary.

5. Hand & Power Tool Safety

a. The Contractor must ensure the safety of all tools and equipment its employees use.

b. All hand and power tools must be inspected regularly and maintained in good condition per the manufacturer's specifications. Tools that are damaged must be removed from service.

c. The Contractor shall ensure that all tools are used only for their intended purposes.

6. Emergency Response

a. In case of an emergency within U.S. government facilities or during the execution of contracted work on behalf of the U.S. government, all Contractor personnel must follow the instructions given by the USG representative who is supervising the work or the POSHO and/or the Regional Security Officer.

b. The Contractor shall ensure that a fully serviced fire extinguisher and first aid kit are readily available on-site for the work project.

c. The Contractor must not obstruct emergency response equipment such as first aid kits, fire extinguishers, fire cabinets, defibrillators, spill kits, stretchers, eye wash stations, or safety signage.

7. High-Risk Work

a. The Contractor shall submit training certificates for each employee conducting the task. These certificates must be submitted to the POSHO via the COR at least three days before the start of the work project.

b. The Contractor shall prepare a work permit specifically for the task, which must be provided to the COR before the initiation of work.

c. The execution of high-risk activities will be carried out with at least two employees present. Both employees must be capable of performing duties as spotters for unseen hazards and as buddy persons who can render first aid or give notice in case of emergency.

8. Hazard Communication (Chemical Substances) Safety

a. If the contracted task requires chemicals, the Contractor must comply with the specifications required by local law and/or U.S. standards for storage, handling, transportation, and disposal.

b. The Contractor is responsible for verifying the correct handling of each product, such as storage, labeling, required PPE, and waste disposal, in compliance with safety and environmental regulations.

c. The Contractor shall have accessible copies of Safety Data Sheets (SDS) for each chemical brought onto a U.S. government-held property. The SDS of hazardous materials must be shared with the COR for review by the POSHO.

d. Use and store all hazardous or flammable chemicals in approved containers on the project site. Food and beverage containers or unauthorized spray bottles must never be used to store chemicals.

SAFETY ADMINISTRATION

The COR will work directly with the Contractor to ensure all safety requirements are met as described in this guidance. The COR will report any deficiencies found before or during the execution of the work project to the POSHO.

If the COR identifies unsafe acts or conditions that could significantly affect the safety and health of Embassy personnel, contractors, subcontractors, third parties, or U.S. government property, the work can be suspended by the COR or the POSHO until such an act or condition is appropriately resolved. If different work conditions appear during the work project, the COR can indicate further safety requirements to the Contractor.

For all questions, please contact the POSHO PretoriaPOSHO@state.gov.

SERIES TWO: SECURITY CLEARANCE

1.1 The U.S. Embassy Regional Security Office (RSO) must issue security clearances on all your permanent employees that will be working at our U.S. Embassy properties.

1.2 This will include providing copies of certified I. D’s, fingerprinting and the completion of application forms.

1.3 Clearances issued will be valid for one year with the option to renew on a yearly basis.

1.4 Kindly contact our Assistant Regional Security Officers via emails to get the process started…

1.5 All service dates are to be indicated on the access control sheets at the residence

3. SERIES THREE: MANAGEMENT AND SUPERVISION

3.1 Contractor shall designate a representative who shall always be responsible for on-site supervision of the Contractor’s workforce.

3.2 Supervisor shall be the point of contact with U. S. Government staff. The supervisor shall have sufficient language skills to be able to communicate with members of the U. S. Government staff.

4. SERIES FOUR: GENERAL REQUIREMENTS

4.1 Contractor is responsible for quality control of services performed and will be inspected.

4.2 Any damage to the house/unit, furniture, curtains, carpets, or appliances must be brought under the point of contacts attention prior to starting the project.

4.3 Do not unwrap, use, or temporarily remove any furniture the Embassy has left in the house.

4.4 Contractor to provide guarantee for work conducted.

5. SERIES FIVE: QUOTATION FRONT PAGE

CONTRACTOR/COMPANY: ________________________________________

· Work will be completed according to the attached FINAL SOW.

· Contractor to confirm area measurements/ square meters before quoting. NO COST ADJUSTMENTS WILL BE APPROVED DUE TO INCORRECT MEASUREMENTS.

· Note the costing columns, COST separated between LABOUR AND MATERIAL.

Cleaning

Sub Total

VAT (if applicable)

TOTAL AMOUNT QUOTED

R

Contractor concerns and notes:

6. SERIES SIX: LAWN TREAMENT APPLICATION

6. Schedule and Scope of Work: Lawn Treatment

6.1. Chemicals and fertilizers

6.1.1. Maintenance staff that handles chemicals must be trained and certified.

6.1.2. Present a Safety Data Sheets for all chemicals

6.1.3. All chemicals to be mixed on site in the presence of the POC/POSHO

6.1.4. No premixed loads allowed.

6.2. Pesticides

6.2.1. Insecticides to deal with invasive pests.

6.2.2. Present a Safety Data Sheets and label for all pesticides.

6.2.3. All pesticides to be Pre-approved by POSHO.

6.2.4. Contractor to submit a Pesticide application plan three days prior to treatment.

6.3. Herbicides

6.3.1. Pre-emergent herbicides to prevent unwanted seed growth.

6.3.2. Post-emergent herbicides to treat broadleaf and grassy weeds.

6.3.3. Fungicides to kill or inhibit the growth of fungi and fungal spores.

6.3.4. Present a Safety Data Sheets for all chemicals

6.4. Expected duration of Project: 12 months; with seasonal treatments.

6.5. Expected duration of treatment: 3 hours site treatment first or last Friday of the month as per annual schedule agreed to with POC. Deviations require a minimum of 14 working days notice.

6.6. Contractor to adhere strictly to approved pesticide, herbicides and chemicals list. NO DEVIATION WILL BE ALLOWED.

6.7. New chemical mix to be done for each site. Transportation of mixed chemicals between sites not allowed.

6.8. Scheduling and access to all sites to be pre-approved by POC.

6.9. Technicians to report at each site no later than 20 minutes prior to scheduled treatment time to allow for security screening.

6.10. Job card or service report to be signed by both technician and US Embassy POC/POSHO on completion of every service.

6.11. All pesticides to be mixed or diluted on site in the presence of the Embassy POC/POSHO.

6.12. Technicians must provide all relevant information on pesticides to be used during treatment to POC/POSHO no later than 5 working days before the scheduled treatment. The information will be used to develop a Pest Application Plan to be approved by POSHO. This is required per treatment, per site.

6.13. Contractor to provide Safety Plan and attend US Embassy Pretoria contactor Safety Awareness training bi-annually.

6.14. Date property will be available for inspection by prospective bidders: TBD

6.15. All pictures and site layouts can be acquired from Procurement.

6.16. Quotations to be submitted to Procurement 3 working days after receiving the FINAL SOW.

6.17. Any changes to the SOW must be in writing and confirmed by the COR and Procurement Agent

7. GENERAL INFORMATION

7.1. Treat all surrounding area affected as needed.

7.2. Exercise general housekeeping always.

7.3. Comply with all professional pesticide application requirements.

8. HOUSEKEEPING

Contractor to always uphold a clean and organized environment.

· Contractors will be liable for repairs or replacement of damaged fixtures and fittings.

· Site always must be kept clean and clear to allow for easy movement in around the property.

· All lawn, flowerbeds and garden areas must be re-instated to its original status in the case where it might have gotten damaged during application.

End of SOW

CONTRACTOR SIGNATURE___________________________________________________________

US Embassy Statement of Work – Pest Control Treatment Page 2 | 11 image1.png