Pool Maintenance at Residential Property (Johannesburg)

The U.S Consulate in Johannesburg South Africa is soliciting quote for Pool Maintenance at 1 Residential property in Johannesburg for a 5 year period.

SOW (Scope of Work)

Download the Scope of Work (MSWord 24 KB) »

60 000 lt pool

Regular Maintenance:
  • Pool Cleaning – 2 times per week
  • Work will be performed on a regular schedule determined by the Consulate and the Contractor.  All work will be performed during the work week: Monday – Friday from 08:00 – 16:00
  • Same team of workers for every visit, with at least one additional team cleared as a back-up 
Pool Water – Minimum Requirements
  1. Check and maintain water level.
  2. Check pumps, and report deficiencies immediately.
  3. Perform chemical tests. Enter results of chlorine and ph tests in a logbook, and add/adjust chemical accordingly to ensure that all chemicals are in a safe and acceptable range.
  4. Check water clarity and adjust chemicals or clean as required to maintain clear water at acceptable chemical levels.
  5. Check water temperature, record in the logbook. Clean pump’s filters, and sand filters. Report  deficiencies immediately.
  6. Check pool drains and keep free of debris.
  7. Clean hair filter strainer, skimmer basket and overflow trough.
  8. Clean pool water of floating debris. 
General Maintenance – Minimum Requirements

On at least a weekly basis

  1. Clean and scrub deck.
  2. Clean pool bottom and side walls.
  3. Remove obstructions and debris from deck.
  4. Check pool lights and area lights. Report deficiencies immediately.
  5. Check pool area air quality and environment (humidity, insects, mould, rodents, etc.) Enter any findings in logbook and report findings to COR immediately.
  6. Verify that all lifesaving equipment is in its designated place. Report any missing or broken equipment immediately.
  7. Prepare pool for winter and summer.
Additional Maintenance
  1. Balance water 4 times each year, in September, December, March, June
  2. Add Salt 3 times per year:  September, January, May 
  1. Ensure that personnel who maintain pools are properly trained in the safe handling, use, and storage of all swimming pool chemicals according to the manufacturer’s instructions and that the appropriate personal safety equipment is used when handling these chemicals and follow the chemical label directions.
  2. Apply chemicals directly to the pool water and avoid mixing of chemicals. Never pour water onto pool chemicals.
  3. Dispose of waste chemicals and empty chemical containers in a safe manner. Follow all safety, health, and environmental codes, laws, and regulations regarding the safe use and disposal of chemicals. 
Safety Requirements
  1. All tools, materials (including chemicals), and equipment shall be provided by the contractor and must meet all local applicable safety requirements.
  2. All work shall be performed in accordance with local safety standards and recognized safe practices. 
Security Requirements
  1. All workers are subject to a security background check, and must be approved/cleared by Consulate Security Officer prior to entering Consulate property. Standard security procedures already in place must be followed for access by contract workers.
  2. All security requirements mentioned above are subject to approval and/or modification by the Consulate Security Officer.
  3. A contract review of the contractor’s work shall occur at least quarterly, or on an ad-hoc basis as determined by the COR(s). 
Contract Price
  1. The contractor’s offer shall include the completion of all work specified above, including all labor, materials (including chemicals), equipment and services required to successfully complete the project as specified in the Scope of Work above.
  2. The price shall include all labor, materials (including chemicals), insurance required by local law, profit, and value added tax (VAT) as necessary.
  3. Price shall be quoted in South African Rand (ZAR).
  4. Any changes or modifications to this SOW shall have the prior approval of the Contracting Officer (CO).

Kindly note that the Government intends to award a 5 year contract; which will be for a one year Base plus 4 year options.

Contract to commence: Base Year: September 1, 2018 – August 31, 2019 +4 option years

Quotations must be fixed for a 5 year period and must be submitted as follows

Year 1

Year 2

Year 3

Year 4

Year 5

Note also that in order for you to be awarded this contract you must be registered in our SAM database.  Below is info on how to register.  We only require the winning bidder to be registered.

The DUNS should be fairly simple, just go to the Dun & Bradstreet website:   http://www.dnb.com/get-a-duns-number.html click on the link on that says “Request a DUNS number for doing business with the government”.   This will take you to a screen that will ask for the contact details concerning your company which will need to be completed.  They should get your DUNS to you within a day or two.  

The SAM registration is a bit more complicated but it will also be asking for your DUNS number and for a NCAGE code number.  I suggest that you request the DUNS and the NCAGE code prior to registering in SAM.  You’ll need to go to the following website for the NATO Cage number:  http://www.dlis.dla.mil/Forms/Form_AC135.asp.   Select the option for companies registering outside of the U.S. which is the NATO Support Agency.  They indicate that you should have this NCAGE number in 3 business days. Please be consistent regarding your company’s contact details on each registration.


Further Contact Inforamtion to register in SAM:

Federal Service Desk: www.fsd.gov

SAM Registration: www.sam.gov/portal/public/SAM

Hours: 8am – 8pm (Eastern Time)

US Calls: 866-606-8220

International Calls: 334-206-7828

DSN: 866-606-8220

Also note that all staff will be screened by our Regional Security Office and only contractors that have been cleared will be allowed to work under this contract.

Please submit your quote to Jennifer Johnson johnsonje42@state.gov  & Ramaabele Makgolane makgolaner@state.gov no later than Friday July 27, 2018 COB.

Questions can be sent via email to Jennifer Johnson johnsonje42@state.gov  & Ramaabele Makgolane makgolaner@state.gov