Embassy of the United States of America

Pretoria, South Africa

STATEMENT of WORK

Project Type: Window Cleaning inside and out

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 1|8
 Cleaning of Windows

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: Pretorius Street 877 & Gemsbok Street 30

Point of Contact (POC): Roiauda Shamsoodeen
Contact Details: 079 499 1071 /ShamsoodeenR@state.gov

Background: High and low elevation window cleaning services will be provided at both the Chancery (Pretorius Street 877)
and Warehouse (Gemsbok Street 30). 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.

Schedule and Scope of Work:

 Date property will be available for inspection by prospective bidders: TBC
 Expected duration of Project: 5 working days
 Quotations to be submitted to procurement 3 working days after receiving the FINAL SOW.
 Any changes to the SOW must be in writing and confirmed by the POC
 Deadline for completion of work will be established by the POC. This will be confirmed in writing in advance and will be
based on order approval and property vacancy. Any changes to the deadline will be made orally and confirmed in writing.
o Work expected to start: TBC

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

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 2|8
 Index Page

Series Task Page No

Series One. Establish site and Site Safety 4

SERIES Two Security Clearance 5

SERIES Three Management and Supervision 5

SERIES Four Quotation front page. 7

SERIES Five/Overview Part 1: Requirements. 8

Part 2: Location specifications. 8

Part 3: Statement of work. 8

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 3|8
SERIES One: ESTABLISH SITE & SITE SAFETY
 Contractor shall at its own expense, protect its employees and other persons from risk of death, injury or bodily harm arising from
or in way related to the work.
 Contractors to ensure that all local legislation regarding Occupational Health and Safety Act (Act 85 1993, general safety reg. 1 -
23), Labor & National Building Regulations, & all relevant SANS are met.
 Contractor to further comply with all by laws, orders, citations, regulations, standards and statutes concerning Health and Safety,
accident prevention, safety Equipment and Practices.
 Safety of all Personal, Embassy staff, Landlord or authorized agent, Contractor & their staff take priority at all times (Ensure that
no unauthorized personal enters the site). Areas of Concern are to be Maintained, Actioned and Rectified as speedily as possible
and should include “out of bounds” or limited access areas.
 Visible Caution signage, markings, or solid barriers to be erected around high risk areas, open trenches/excavations to be
demarcated by visible orange PVC barriers.
 No person shall carry out any work of any kind (including maintenance, repairs, cleaning and testing) unless such person is
qualified, competent & familiar with the hazards associated with such work and the necessary safety precautions have been
implemented with the work and associated hazards.
 Contractor to ensure that necessary personal protective clothing (PPE) be available including but not limited to hard hats, goggles,
gloves, dust masks, respirators, ear plugs, face shields, safety shoes, harnesses and other related safety wear for working at
heights. Where rope access and harnesses are required, contractor has to provide or ensure equipment fitness for purpose ( this
could be a certificate stating rope was tested and is still fit for use) and certification of staff to conduct work at height. This should
be highlighted as one of the mandatory requirements due to the hazard involved. Contractor to have a standby first aid kit and
one employee certified first aider ( for rope access and harness work)
 Contractors to adhere to and supply relevant material Safety data sheets as per specific manufacturer’s specifications.
 Contractors remain responsible to ensure that all tools, equipment and machinery are fully functional and are only used as
originally designed or intended.
 Ladders, scaffolding and any form of lifting equipment to be operated by authorized and competent person only including
erection and dismantling of such scaffolding or equipment.
 Contractor shall prohibit/prevent the presence or use of alcohol or drugs by its employees, sub-contractors and suppliers.
 Contractor will be subject to periodic safety inspections to uphold safe working conditions.
 Contractor shall upon noticing/observing of any unsafe conditions or practices on site notify P.O.C. immediately and will
furthermore immediately report any accidents or injuries on site.
 Contractor’s tools, machinery and equipment is to be stored in such a manner that it does not hamper or restrict movement in or
around the premises.
 For long time contracts, provision for necessary waste skips to be determined and arranged by contractor, positioning of skip
should not hamper or restrict traffic.
 Equipment & machinery not being used or out of commission must be adequately marked & made safe.
 Contractor to make use of drop sheets & covers to prevent damage to property.
 Ensure Ongoing housekeeping through-out the period of the project to avoid unnecessary costs, fire hazards, pest infestation &
increase productivity & efficiency.

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 4|8
CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 5|8
SERIES Two : SECURITY CLEARANCE
 The U.S. Embassy Regional Security Office (RSO) has to issue security clearances on all your permanent employees that will be working
at our U.S. Embassy properties
 This will include providing copies of certified I.D’s, fingerprinting and the completion of application forms.
 Clearances issued will be valid for one year with the option to renew on a yearly basis.
 Kindly contact our Assistant Regional Security Officers via emails to get the process started…
 All service dates are to be indicated on the access control sheets at the residence

SERIES Three : MANAGEMENT AND SUPERVISION

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

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 6|8
SERIES Four : QUOTATION FRONT PAGE

CONTRACTOR/COMPANY: ________________________________________

 Work will be completed according to the FINAL SOW.

 Contractor to confirm measurements before quoting. NO COST ADJUSTMENTS WILL BE APPROVED DUE TO INCORRECT
MEASUREMENTS OF WINDOW SQUARE METERS.
 Note the costing columns, COST separated between LABOUR AND MATERIAL.

Window washing inside and out

Part 1 Requirements. 7 R R
Part 2 Location specifications. 7 R R
Part 3 Statement of work. 7 R R

R R

Sub Total R R

VAT (if applicable) R R

TOTAL AMOUNT QUOTED R

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 7|8
SERIES Five : Requirements; Location specifications; Statement of work.

Overview:

HIGH ACCESS, SPECIALIZED CLEANING SERVICES:

Glass Cleaning at the Chancery and the Gemsbok Warehouse.

Chancery: Cleaning outside only all accessible, exterior facing mirror including the DCM, AMB and Secretary's
office windows.

Chancery: Cleaning outside only of all accessible windows facing west and south.

Chancery: Cleaning of Perspex dome over the walkway between the main entrance and exit and the main building.

Warehouse: Glass cleaning at the warehouse to include all interior and exterior windows on both floors inside and
outside of the main building and the Guard House.

Chancery and Warehouse: Cleaning all windows once every month.

Glass washing shall be done with clean water and necessary equipment to remove all dirt, grease or stains, and
shall be left dry. The use of ammonia or other cleaning agents shall be allowed in solution with the water, but only
such materials will be allowed that are not injurious to painted, varnished or building surfaces. All work shall be
done in a workmanlike manner. Premises in the vicinity of the work shall be left clean. Vendor is to clean excess
cleaning solution off window ledge and sills.

When washing has begun on a building, the Contractor shall finish all glass in the building with no absences from
the job unless due to weather.

All exterior aluminium surrounding windows and structural glass in curtain walls shall be cleaned with an approved
solution, necessary to remove all dirt, grease or stains, that is not injurious to the finish, and an approved sealed
applied.

A combination of access methods including water fed poles, that works with purified water (Reverse Osmosis) as
well as rope access using ropes, harnesses and other specialized equipment to gain access to areas that need
cleaning.

End of SOW

CONTRACTOR SIGNATURE___________________________________________________________
US Embassy Statement of Work
Interior/ Exterior: Window Cleaning.
877 Pretorius Street
Page 8|8