Window Treatment Statement of Work.pdf

Contracting and Acquisition – SBU

GSO/Procurement

Statement of Work

Window Treatments Services

U.S. Embassy, London

By John Lunt Contracting Officer Representative

1. Section One – Overview and Background The U.S. Embassy London has a requirement for services relating to the provision and installation of window treatments at properties in London. The Embassy intends to meet the requirement for the above services through an Indefinite Quantity, Indefinite Delivery contract (IDIQ). An IDIQ functions by creating an overarching ‘umbrella’ contract for the full potential scope of works, which is broken down into individually priced line items for each required product or service. Once the contract is awarded, the Embassy shall proceed to place firm-fixed price task orders for a given quantity or combination of line items.

The IDIQ contract shall be valid either until the period of performance has expired (in this case (1) one year, plus any potential extensions) or until the specified maximum amount for expenditure is reached by the Embassy.

2. Section Two – Technical Specifications The Contractor shall provide and install window treatments and where necessary manufacture window treatments for all U.S. Government owned and Short Term Leased (STL) properties within the London area. This contract is for services relating to the provision of fully lined curtains, voile curtains, Roman blinds, vertical blinds, Venetian blinds and all fixtures and fittings required for the installation of the treatments as well as the full installation of all treatments provided and the protection by the Contractor of all furniture, carpets, and flooring as necessary during measuring and installation.

After notification of intention to award, the lowest priced technically acceptable vendor shall supply at no cost to the Embassy, samples of all proposed fabrics for confirmation of acceptability. Should any of the fabrics proposed be deemed inappropriate or unacceptable for purpose as stated, and should the Contractor be unable to provide a suitable acceptable alternative, the Embassy reserves the right to withdraw its intention to award and place the order with a different vendor.

Window treatments required for installation under this contract:

2.1 Curtain tracks

Curtain tracks must:

2.1.1.1. Be suitable for all domestic curtain weights.

2.1.1.2. Be white, anodized aluminum.

2.1.1.3. Allow for both hand or cord operation.

For example, Silent Gliss 3840 or technical equivalent as agreed with the Contracting Officer’s Representative.

2.2 Curtain poles

All poles to be:

2.1.1 Supplied with fixtures and fittings, to include but not exclusive to coordinating finials, rings and brackets

2.1.2 Available in a choice of wooden and metal poles in various stains or finishes

2.1.3 Available in a choice of diameters and lengths. Poles over 240cm supplied in two pieces to include center bracket.

2.1.4 There should also be a choice of double curtain poles.

2.1.5 Curtain poles should be suitable for all domestic curtain weights.

2.3 Curtains in Wavehead

All curtains in Wavehead shall be:

2.3.1 Made from a blend of cotton and polyester which shall contain as a minimum 35% cotton, for example the Villa Nova, Orta Range from the COMO collection or technical equivalent as agreed with the Contracting Officer’s Representative.

2.3.2 Able to be machine washed at 30ᵒC, dry clean and iron on the lowest setting.

2.3.3 Available in a choice of wave or double pinch pleat heading 230% fullness.

2.3.4 Available with lead weighted hems

2.3.5 Lined with plain neutral-colored blackout lining in all bedrooms and neutral-colored standard lining in all reception rooms, with material that allows the option to dry clean.

2.3.6 Linins shall have UV protection to prevent curtains from fading.

2.3.7 Lining shall be included with all curtains.

2.3.8 Rope tie backs shall be provided with all curtains.

2.4 Curtains in twin pleat

All curtains in twin pleat shall be:

2.4.1 Made from a blend of cotton and polyester which shall contain as a minimum 35% cotton, for example the Villa Nova, Orta Range from the COMO collection or technical equivalent as agreed with the Contracting Officer’s Representative. With the ability to machine wash at 30ᵒC, dry clean and iron on the lowest setting.

2.4.2 Available in a choice of wave or double pinch pleat heading 230% fullness.

2.4.3 Available with lead weighted hems

2.4.4 Lined with plain neutral-colored blackout lining in all bedrooms and neutral-colored standard lining in all reception rooms, with material that allows the option to dry clean.

2.4.5 Linings shall have UV protection to prevent curtains from fading.

2.4.6 Lining shall be included with all curtains.

2.4.7 Rope tie backs shall be provided with all curtains.

2.5 Voiles

All voiles shall be:

2.5.1 300cm width, plain white, 100% polyester

2.5.2 230% fullness

2.5.3 Lead weighted

2.5.4 Available in a choice of pencil or double pinch pleat heading as agreed with the

Contracting Officer’s Representative.

2.5.5 A pair of voiles shall always be provided as standard unless specified otherwise.

2.5.6 Rope tiebacks, no tassels

2.5.7 Rope tiebacks must match the curtain in suitable, neutral colors.

2.6 Draw rods

2.6.1 Draw rods supplied must be suitable for the type/style/weight of curtains installed.

2.7 Roman blinds

All Roman blinds must:

2.7.1.1 Be made to measure and complete with all commensurate components.

2.7.1.2 Have a cartridge head rail.

2.7.1.3 Be interlined with plain white or cream-colored blackout lining in all bedrooms and white or cream-colored standard lining in all reception rooms.

2.7.1.4 Be safe by design or be supplied with appropriate child safety devices installed as per 2014 safety standard.

2.7.1.5 Have left and right-hand side control mechanisms.

2.8 Venetian blinds

All Venetian blinds must:

2.8.1 Have UV coating to guard against cracks, warping and sun damage.

2.8.2 Be available in a range of natural wood stain finishes: from dark to light tones, neutral painted colors and anodized aluminum.

2.8.3 Have slat size: 25mm.

2.8.4 Be available with a control wand that combines tilt operation of slats with integrated cords for fast raising/lowering of the blind.

2.8.5 Have left and right-hand operation.

2.8.6 Have recess/face/ceiling fit.

2.8.7 Include child safety wall clip.

For example, Turnils Band B, 25mm slat or technical equivalent.

2.9 Roller blinds

All Roller blinds must:

2.9.1 Be supplied made to measure and complete

2.9.2 Be made of 100% polyester, color fast, wipe clean material.

2.9.3 Be available with a choice of sheer, semi-transparent, blackout and moisture resistant options

2.9.4 Flame retardant to BS 5867 (Part 2, Type B) (or equivalent international standard).

For example, Louvalite Carnival Nocturne or technical equivalent as agreed with the Contracting Officer’s Representative.

2.9.5 Include the following hardware:

2.9.5.1 Pre-taped medium weight metal roller

2.9.5.2 Metal brackets with a choice of wall, ceiling and recess fixtures

2.9.5.3 Stainless steel bead chain cord

2.9.5.4 Left & right-hand side control mechanism.

2.9.5.5 All roller blinds must be safe by design or be supplied with appropriate child safety devices installed as per 2014 safety standard.

2.10 Vertical blinds

All vertical blinds shall:

2.10.1 Have 3.5-inch slats.

2.10.2 Be made of 100% polyester, color fast, wipe clean material.

2.10.3 Be Flame retardant to BS 5867 (Part 2, Type B) (or equivalent international standard).

2.10.4 Have an aluminum headrail.

2.10.5 Offer right or left-handed control as requested.

2.10.6 Include bottom weights and bottom chains.

2.10.7 Have stacking position to left, right or split, according to requirements.

For example, Louvalite Nocturne or technical equivalent as agreed with the Contracting Officer’s Representative.

2.11 Completion

The Contractor shall:

2.11.1 Repair any and all cracks and holes in plaster finishes caused by installing window treatment hardware.

2.11.2 Ensure that any adjacent glazing and the area around the installation within the property are appropriately cleaned, vacuumed and left in working order for the tenant.

2.11.3 Remove all old window treatments, hardware, materials and equipment from the property as required upon completion and dispose of these as appropriate.

2.12 Other Information

The Contractor is reminded of the following points in conclusion:

2.12.1 Under this IQIQ contract, the Embassy shall be able to order a minimum of £5,000 in window treatments and a maximum of £145,00.00 (but shall not exceed $180,000)

2.12.2 Pricing shall be for supply and full installation in all cases.

2.12.3 Pricing for track shall be by linear meter.

2.12.4 Pricing for wave headed curtains shall be by linear meter.

2.12.5 Pricing for double/twin pleated curtains shall be by linear meter.

2.12.6 Pricing for voiles shall be by linear meter.

2.12.7 Pricing for blinds shall be width x drops.

3. Section Three – Installation and Time Scales - Delivery Schedule The Contractor shall:

3.1 Be advised of proposed installation dates at least two weeks prior to the commencement of the installation work.

3.2 Unless otherwise agreed with the COR during site inspection, ensure that all window treatments requested under a particular delivery order are installed and fully operational within two working days. Workings days are Monday to Friday and do not include local or American bank holidays.

3.3 Rectify or replace, at no additional cost to the Embassy, any items failing to meet with the standard required by the Contracting Officer’s Representative within one week of original installation unless otherwise agreed by the Contracting Officer or COR.

4. Section Four - Contractor Responsibilities

4.1. The Contractor shall protect all furniture, carpets and floor coverings at all times whilst working in the property.

4.2. The Contractor shall ensure that all furniture, table lamps, etc. are to be moved as necessary to enable the work to be properly executed.

4.3. The Contractor shall ensure furniture is covered with dust sheets and protected from dirt and damage for the duration of the work within the property to the satisfaction of the COR.

4.4. The Contractor shall clear area of all debris and leave the working area in a clean condition with all furniture and fittings replaced as found.

4.5. The Contractor shall familiarize him/herself fully with this specification document and include for all materials, labor and equipment costs to complete the tasks and actions that are specified within this document.

4.6. The Contractor is responsible for any cost of additional work performed by the Contractor, which is not described in this specification and not approved in writing by the U.S. Government.

4.7. The Contractor shall complete recycle program for all materials that are to be carted away.

4.8. The Contractor is responsible for their own tools at all times and shall provide a lockable tool/material box for their operative’s tools and materials if/when required.

4.9. The Contractor shall provide competent a foreman or leading hand on site whilst the project is in progress and he/she shall keep a copy of the specification, visitor log, and necessary Health & Safety logs daily updated, ready for inspection at any time by the COR.

4.10. The Contractor shall only employe competent skilled tradesmen to execute all aspects of the works. Contractors’ tradesmen shall be qualified to minimum competent persons standards for each construction discipline.

4.11. The Contractor shall not start work or order materials until the Contractor has received a purchase order for the works or has been given notice by the Contracting Officer.

5. Section Five – Working Hours

5.1. Normal U.S. Embassy working hours are 08:30 -17: 30 Monday – Friday.

5.2. No work shall be completed on American holidays unless by prior arrange/agreement and at no addition costs to the U.S. Government.

6. Section Six - Security Requirement

6.1 The Embassy operates strict security procedures for entry into the building, all tradesmen’s/women’s details shall be provided to the Contracting Officer’s Representative (COR) a minimum 48 hours before visiting building.

6.2 Contractor employees shall require security clearance before being allowed to work at the Embassy or Government owned/long term leased properties; to obtain clearance each employee shall complete a security clearance form.

6.3 When working within residential buildings the Contractor shall ensure that all doors remain closed/locked at all times and ensure the properties are left secure at the end of each working day.

6.4 Security at the residential properties shall be the Contractor’s responsibility throughout the duration of the project.

6.5 Access to the property is limited and only with agreement by either the occupant or the COR.

6.6 The Contractor shall provide the COR with all risk assessments and method statements prior to starting on site.

6.7 The Contractor shall provide the COR a detailed program of works mapping each major task, from project start to completion finish.

7. Section Seven - Standard of Conduct at the premises

7.1 All work must be executed strictly in accordance with the current Good Codes of Practice.

7.2 Portables radios or other portable music devices are only allowed at residential buildings if the volume is low and shall not cause any nuisance to neighboring occupants and residents.

7.3 No smoking or vaping is permitted on premises owned, rented or operated by the Embassy.

8. Section Eight – Access and Parking

8.1 The Contractor is responsible for and shall include within their pricing all costs and fees for congestion charges, transportation, deliveries, and parking costs.

9. Section Nine - Health and Safety, Welfare and Environmental Procedures

9.1 All work shall comply with all appropriate and relevant UK Health and Safety laws.

9.2 All electrical works shall be completed in accordance with the current Edition of the IEE Wiring Regulations and a test certificate shall be issued upon completions of the works.

9.3 Complete all works in accordance with current Building Regulations, Industry & British

Standards.

9.4 All materials used shall be British Board Agreement Certified (BBA).

9.5 The Contractor shall provide a complete Health & Safety/Operations file for completed works, including all operating manuals and service manuals for all appliances, equipment and materials installed, with details of all guarantees. Include all project COSH data sheets for materials within this document.

9.6 All timber materials shall be purchase from sustainable sources and copies of certificated entered into the Operations Manuals at the end of the project.

9.7 The Contractor is responsible for all site management including all Health & Safety, welfare & first aid facilities, employment/managing/programming of sub-Contractors and site security.

9.8 It is the Contractor’s responsibility to ensure that all project tasks specified within the specification/drawings adhere to all HSE guidelines. Regulations can be viewed at www.hse.gov.uk.

9.9 Visually display, all health and safety documents and copy of public liability insurance and project specification/drawings.

9.10 Where the Contractor considers that the execution of any Order for work will, or is likely to, involve any interference with asbestos-based materials, lead, gas piping or storage containers, pipes conveying steam and any other hazardous substances or installations, he shall immediately stop work and forthwith notify the COR who will give the Contractor further instructions.

http://www.hse.gov.uk/

9.11 The Contractor shall request a hot works permit prior to starting any soldering/welding/naked flame work.

9.12 The Contractor shall provide a valid copy of their “Controlled Waste Carriers” license and conform to Controlled Waste Regulations 1991.

10. Section Ten – Definition and Acronyms

Contractor Name used to refer to the organization with whom the U.S. Government wish to enter a contract.

CO Contracting Officer.

A person in the U.S. Department of State (DOS) with the authority to enter, administer and/or terminate contracts and make related determinations and findings.

COR Contracting Officer Representative.

A person in the U.S. Department of State (DOS) who is responsible for the technical direction and evaluation of the Contractor performance.

SOW Statement of Work DOS Department of State U.S. Unites States of America SBU Sensitive But Unclassified