EMBASSY OF THE UNITED STATES OF AMERICA

In Windhoek Namibia

SCOPE OF WORK

FOR THE PURPOSE OF A

CONTRACT

TECHNICAL SPECIFICATIONS

For

13 Jeanette

Make Ready and Repairs

LABOR-MATERIAL REQUIREMENTS TO PERFORM SERVICES

FOREWORD

The Embassy of the United States of America, in Windhoek Namibia is soliciting services of

labor; materials and fully comprehensive work to perform Make Ready and Repair services that

include carpentry, plumbing, painting, welding and electrical works.

1. GENERAL

The contractor shall provide all materials necessary for the fully comprehensive work,

unless otherwise specified.

The provision of skilled labor means Certified/trained laborers with at least three years’

experience in their particular field, equipped with all hand/electrical tools, etc. necessary

to carry out their work.

The contractor shall be able to operate simultaneously with two teams of laborers and

schedule the work with a two-day advance notice

The contractor shall be responsible for the protection of furniture and property and will

be responsible for any damages to furniture or property caused by the work.

All electrical work in this scope is expected to meet International Building Code (IBC)

standards. By accepting the contract award, the contractor assumes responsibility that all

electrical work will be performed to IBC standards. Upon final completion the contractor

or the contractor’s electrician must provide a certificate in writing that states all electrical

work has been performed according to IBC standards.

The contractor shall furnish the following documentation at time of bid.

- Price breakdown of work according to SOW

- Timeline for work

- Methodology

- Certifications of skill sets for all foremen/supervisors

- Contact information for on-site supervisor

- Copy of insurance policy for civil liability

- 3 references of previous work (Pictures and contact info)

- Written safety plan addressing safety issues specific to the site

The above documentation is mandatory at time of Bid. Otherwise contractor will be

deemed “Unacceptable”.

2. WORK TO BE DONE

A. Make Ready Work

1. Indoor Painting and Trim N$________________ a. Contractor will furnish all paint, brushes, rollers, drop clothes and any other

materials needed in achieving this work.

b. Fix all cracks and loose plaster.

c. Locations, this applies to all walls, skirting, ceilings, door frames, wooden walls

and all areas throughout the house including;

i. Entrance and Hallways

ii. Living Room

iii. Dining Room

iv. Entertainment room

v. Kitchen

vi. Master bedroom

vii. 2nd bedroom

viii. 3rd bedroom

ix. 4th bedroom

x. Study

xi. Master Bathroom

xii. 2x Guest bathroom

xiii. Flat

xiv. Garages and floors

xv. Maids quarters

xvi. Outside toilet

d. Remove all nails and hanging hooks. Remove electrical cover plates and set aside

prior to painting. Patch all holes and cracks. Apply a minimum of two coats on all

painted surfaces. Apply additional coats as necessary to achieve a uniform color

with no bleed through of patch work or previous colors. Re-install electrical cover

plates once final coat has dried.

e. Tape off any non-painted surfaces where they meet the surface to be painted. Use

painter’s tape specifically designed for this purpose.

f. Use of drop clothes to protect floor and carpeting is required while painting.

g. Use PVA indoor paint in all areas except bathrooms, color to be broken white.

h. Use anti mildew paint specifically intended for bathrooms in all bathrooms

i. Varnish all baseboards and unpainted door trim.

j. Newly painted surfaces should look the same as surrounding surface

2. Cleaning N$_____________________

a. Clean any excess paint from brickwork, windows, floor etc. on property.

b. Chimney cleaning

c. Clean and service all air conditioners.

Total of Make Ready Work: N$__________________________

B. Maintenance and Repair

1. General N$_____________________________

a. Check all sliding doors, grills, shower doors, wooden doors and windows for

smooth operation. Replace hardware as needed to ensure designed operation.

b. Ensure all locks on doors and gates operate as manufactured to do.

c. Replace all cracked/broken windows on property.

d. Replace all torn fly screens. Install flexi-glass on bottom half of door and

industrial fly screen on top half.

e. Remove/clean all peeling and mold silicone and make new.

f. Remove all window film and clean windows.

g. Install a new dryer outlet cover.

h. Inspect all toilet seats and there rubber footings. Replace if worn.

2. Masonry N$_________________

a. Reinstall pavers on sidewalk

b. Tiles at front entrance has sagged. Lift and fix.

c. Fix sagging pavers around the residence as needed.

d. Retile complete guest bathroom, install a shower door, and install a cabinet

under the sink as well as a new mirror cabinet. Tile sample should be chosen

by the COR.

3. Welding N$___________________

a. Replace rusted metal fence near thatch

4. Carpentry N$___________________________

a. Install/replace old weather strips on all wooden doors leading to the outside.

b. Check all cabinetry. Ensure all hinges and handles are in working condition

and replace as necessary. Ensure all doors stay in a closed position as intended.

c. Ensure all cabinetry edging is in good condition.

d. Ensure all drawers open smoothly and replace sliders as needed.

e. Clean and varnish wooden structure of car parking area.

f. Remove loose/wall shelving from rooms.

g. Replace the front wooden door.

5. Roof N$_________________

a. Inspect and seal roof where needed.

6. Plumbing N$_________________

a. Check all basic plumbing and sewage on property for functionality.

b. Repair/Replace faulty shower heads, hoses and fixtures.

c. Fix hot water in maid’s shower.

7. Electrical N$__________________

a. Replace all light bulbs with high wattage cool white LED bulbs or the appropriate

bulb.

b. All down lights should be changed to 220v LED down lights and if dimmable

should stay dimmable.

c. Replace light fixture to fit LED bulbs where possible.

d. Remove all bedroom fans that have AC’s except dining room. Fans should be

dropped at the warehouse. Install ceiling lights to be chosen by the COR.

e. Replace 2x exterior lights at motor gate.

f. Replace lights in flat. N$300/light.

g. Install a ceiling fan with a light in the maid’s quarters.

h. Install a new light in the laundry.

i. Replace kitchen fan controller.

j. Install a new outlet at the back of the microwave.

k. Install new/more lights at entrance and hallway.

l. Remove ceiling fan from guest bedroom

m. Remove ceiling fan in the master bedroom and install two lights.

n. Chase surface mounted outlets into the walls.

o. Remove any loose cables not being used.

p. Install dimmable downlights in the dining room.

q. Install a new fan controller in the dining room.

r. Install all new exterior lights

8. Extractor Fans N$________________

a. Replace heater unit or elements as necessary.

9. Coax and Cabling N$____________________

a. All sun burned coax should be replaced.

b. No coax or cabling should run openly on top of roof.

c. All coax and cabling clipped to walls should run in pvc channel.

d. All coax should be terminated with a connection box and TV connecters where

applicable.

e. All unused coax and cabling not connected or terminated should be removed.

f. Coax should be tied at satellite dishes and where channel is not installed.

g. All loose telephone lines ext. should be glued back to wall.

10. Outdoor Painting and Trim N$_________________________

a. Contractor will furnish all paint, varnish, brushes, rollers, drop clothes and any

other materials needed in achieving this work.

b. Paint should match existing.

c. Locations, this applies to all walls, eves, gutter, down pipes, fascia, palisade,

knotty pine, metal rails, wooden walls ext. Paint all extruding pipes, and channel

ext. the same color as walls.

d. Remove all rotten and water damaged plaster and plaster wall where needed.

e. Remove all nails and hanging hooks. Remove electrical cover plates and set aside

prior to painting. Patch all holes and cracks. Apply a minimum of two coats on all

painted surfaces. Apply additional coats as necessary to achieve a uniform color

with no bleed through of patch work or previous colors. Re-install electrical cover

plates once final coat has dried.

f. Tape off any non-painted surfaces where they meet the surface to be painted. Use

painter’s tape specifically designed for this purpose.

g. Use of drop clothes to protect floor and carpeting is required while painting.

h. Newly painted surfaces should look the same as surrounding surfaces.

11. Gardening N$________________

a. Replace wooden retaining boards in front garden

b. Check/replace all sprinkler pipes and fittings to ensure functionality.

c. Install automatic sprinkler system.

Total of All Maintenance and Repair: N$________________

C. Options

1. Master bathroom N$__________________

a. Replace green master bathroom

b. Install a sink cabinet and a mirror cabinet.

2. Braai Area N$___________________

a. Construct a braai area with a chimney and cowl

b. The Braai should be built from face brick.

c. The braai should have a 1.2m opening with a built in braai.

d. There must be two concrete counter sides with shelving and doors.

e. The masonry should be sealed.

f. One double outlet should be installed at the braai area.

g. One light should installed inside the braai area.

h. A small sink should be installed in one counter top with a faucet.

3. Windows and Door frames N$_______________

a. Replace flat fly screen with aluminum fly screen.

b. Replace all wooden screens on windows with aluminum screens. Screens should

be moveable to left and right so that windows can be cleaned.

c. Remove front patio wooden boards, rails and fly screen and replace with aluminum

frame with windows and fly screen.

4. Carpentry N$_______________

a. Replace all bedroom and hallway wardrobe doors and shelving.

A. Site Limitations: The residence will be empty. No sleeping allowed on the job site. There

will be an N$1,000 fee for each occurrence.

B. Performance period: 15 Calendar days without options and 40 Calendar days with

options. Work will be completed by end of performance period or Contractor agrees to

pay N$1,200 for each day as liquidated damages for going over the date. If there are any

concerns regarding the Performance period please raise the concern during the site visit.

C. Warranty of work: The contractor agrees that:

Materials and equipment used by the contractor and any subcontractor will be

new and of good quality unless otherwise required

Exterior paint will have five (5) years guarantee.

The work and materials will be free from defects for a period of 1 year, other

than those inherent in the work as specified

Work will conform to the requirements of the contract documents.

D. Site Conditions: The site will be free of any debris related to the construction services

throughout the period of performance and at the end of the project. All green rubbish

bins should be empty at end of project. Cutting or welding on the ground shall not leave

any markings of any kind to the site. To prevent marking the ground it is recommended

that the cutting or welding be done offsite or have a protective layer for the pavers/

concrete. Paint will be cleaned up using an outdoor faucet away from the house. There

shall not be any paint residue left at the faucet area.

3. LABOR

All the work to be carried out at the site, not described in the list of the fully comprehensive

work shall be calculated on a time and material basis approved by the COR.

Schedule a walkthrough with the COR at least one week prior to the completion of work for a

SUBSTANTIAL COMPLETION walkthrough. At which point the COR and the contractor will

agree upon a punch list or items remaining to be completed prior to FINAL COMPLETION.

Both parties will agree upon a time frame for the work to be done. At the Final Completion a

walkthrough will be done and a certificate will be signed. The one year of warranty will be

based upon that date.

A retainage of 10% of the contract value will be withheld until the Final Completion Certificate

has been issued.

4. SAFETY

The Contractor shall provide a written safety plan which identifies the hazards that may occur

while performing the job and include details of steps the contractor will take to mitigate the

identified hazards.

Throughout the period of performance the contractor shall ensure proper safety, health and

environmental requirements are maintained.

For any accidents that occur on site the contractor shall immediately contact the COR and

provide details of the accident.

Personal Protective Equipment (PPE): The contractor shall provide proper PPE for all labor

working on site. The PPE shall be specific to the tasks to be performed and meet the proper

ratings for protection.

5. EVALUATION OF OFFERS

Evaluation for awarding the contract shall be based on the completed attachments, required

documentations and upon economic offer and proven performance verified by references and

quality of work.

Attachments 1

Methodology

The bidder should write a detailed, clear and concise methodology of the services describing all

actions to be taken in carrying out the services/works. The methodology should include

techniques used to identify and analyze information applied to understanding the problem,

thereby allowing the reader to critically evaluate the bid.

Attachments 2

Price Schedule/Breakdown of Contract Price

The price should be all inclusive clearly showing all costs such as materials, equipment, labor,

overheads, installation, electrical, transport, mechanical, rigging, testing and commissioning etc.

Attachments 3

Key Personnel

Include the key personnel qualifications and roles in the project.

Attachments 4

Project Timeline

The bidder should include a detailed timeline for completing the services/works in a Gantt chart

format.

Attachments 5

Safety Plan

Written safety plan addressing safety issues specific to the site.

Attachments 6

References

Include three (3) references of previous work (Pictures and contact info) similar to the required

services.

Appendix A

Substantial Completion Inspection

Inspecting work done so far as per the Scope of Work.

List any deficiencies needed to be completed to obtain Final Completion Certificate.

Work to be completed by Date: _____________________________

Appendix B

Embassy of the United States of America

Windhoek, Namibia

Final Completion Certificate

I, (COR) __________________ here by award (Contractor) ____________________ with a

Final Completion Certificate for their work at __________________________.

The work has been deemed complete and satisfactory according to the Scope of Work. Any and

all remaining payments are authorized to be released to the contractor.

Signature _________________________ Date_______________________