Attachment 2b Florence Technical Specifications 19OCT2020.docx

CONSULATE OF THE UNITED STATES OF AMERICA

Lungarno Vespucci, 38 Florence ITALY

CLEANING SERVICES

FOR OFFICES and GOVERNMENT OWNED and LEASED RESIDENCES

TECHNICAL SPECIFICATIONS

Attachment 2b: Florence

FY2020

Fac/ Maint: 2020

INDEX

i

SCOPE OF SERVICE

General

The Consulate of the United States of America, in Florence requires cleaning services at U.S. Government owned properties in Florence including the Chancery and Annex buildings.

The Contractor shall carry out standard cleaning services as described in Chapter 3 and shall provide labor and equipment for additional services. The additional services described in Chapter 3 as “Temporary Additional Services”, may be requested for prolonged periods of time under special circumstances. These additional services are not included among those listed under the heading "STANDARD SERVICES" of the contract.

The Contractor shall supply all skilled and unskilled labor, materials and equipment, transportation, supervision, administrative and management supervision as well as any technical expertise necessary to carry out all the required services described in this contract. Furthermore, the contractor shall designate one of its personnel as the coordinator of its workforce assigned to do work within the Consulate, who will also act as liaison between the Contractor and the Embassy. He/ She must have fluent written and oral English

The Contractor shall have an office in the Province of Florence, Italy.

Subject to availability, the Contractor will be assigned an office space with a telephone for internal calls.

Maximum attention is required for the safety of personnel at work on the site. The workers shall operate in compliance with standard safety codes. Since the premises consist of office buildings and residential apartments, temporary safety awareness and protection measures towards third parties shall be installed with care and attention.

CONSISTENCY & LOCATIONS

The attached tables list the office locations, the types of items, and provide detailed measurements of areas in each building. Offerors must indicate the minimum char force to be employed at each location taking into consideration the consistency and frequency of services required. All standard services are to be delivered on regular Consulate working days.

PALAZZO CANEVARO (Main Building)

Outside Areas

Escort Needed

Outside areas used by the public

Basement:

Escort Needed

Escort Needed

Ground floor:

Entrance\Lobby

Offices

Public areas

Vault

Escort Needed

Including rugs

Mezzanine floor:

Piano Nobile

Offices

Public areas

Balconies

Around building

Kitchen

ANNEX BUILDING

Basement

Ground floor:

Entrance\Lobby

Offices

Kitchen

GYM

Including rug

Including rug

CONSISTENCY OF BATHROOMS

EQUIPMENT ROOMS

LOCATION and/or BUILDING

GUARD BOOTH

POLICE AND GUARD BOOTHS

DESCRIPTION

LOCATION

Linoleum floor 4 m2

KITCHENETTE

N. 1 Kitchenette at the Annex Building Ground floor

Recycled Material Containers

Paper

Basement floor

Glass/Plastic/Aluminum

Basement floor

Battery

Cartridge

Lightbulb

WORK REQUIREMENTS & FREQUENCY OF TASKS

Standard Services

The service required consists of performing the all tasks described in this section at the identified frequencies. The routine janitorial services must be scheduled from Monday through Friday, between 08:30 to 17:30. A minimum of one person is required to be on site during those hours. The schedule for classified areas will be defined by the interested offices, during these hours.

The periodic janitorial services may be scheduled on Saturdays, from 06:00 to 13:00 hours, for offices and/or common areas of all buildings. However, a written schedule should be provided to the Embassy’s COR in advance for approval.

Standard Services for the Consulate Compound Chancery and Annex Buildings

Daily Tasks

1. Empty all wastebaskets, replacing the plastic liners, and returning to original location.

2. Empty all recycled material containers, replacing the plastic liners, and returning to original position.

3. Empty all outside ashtrays, wash, or wipe clean with a damp cloth, and replace them in their original position.

4. Dust/mop marble, tiled, linoleum and parquet floors in the offices and corridors, so that floors are free from dust, mud, footprints, liquid spills, and debris.

5. Wash/mop Security guard booths and security coordinator office

6. Remove any grease marks or fingerprints from walls, doors, door frames, etc. This cleaning shall be done using an ammonia-based window cleaner and lint free cloth or paper towels.

7. Wash glass surfaces of public windows at Security guard booths, consulate visa offices, including glass doors and glass partitions.

8. Washing trays, glasses, cups, coffee maker and wooden shelves in the staff area

9. Thoroughly clean toilets, rest rooms and shower facilities, using suitable non-abrasive cleaners, chemical solutions, disinfectants, and/or deodorizers, do not use acid and/or other corrosive materials, to ensure that surfaces are clean and free of grime, soap scum, mold, fingerprints or smudges, and that sanitary conditions are ensured. Clean public and staff toilet (count 3) twice a day

10. Replace paper towels and toilet paper in all rest rooms, ensuring that there is enough for 24 hours.

11. Clean inside the kitchen including dust and wash mop floor, kitchen sink and furniture, empty trash containers and replace liners. Ensuring that there are enough paper towels to last 24 hours

12. Remove trash accumulated in all areas and transporting all trash bags including all types of empty boxes to street containers.

13. Clean inside elevators.

14. Sweep entrances.

15. Clean the exercise and aerobics room to include wiping exercise mats and benches, dusting equipment etc. and spraying with room deodorizer.

Twice Daily

1. GYM Bathrooms, GYM aerobic rooms, Public bathroom

Three Times Daily

1. Sanitize Push bars, handles of the entrance doors, Main CAC, Garden side, Corso Italia side, Annex building garden side, Annex back door

2. Sanitize all the surface in the CACs, and in the public area

3. Sanitize all elevator keypads

4. Sanitize all door handles and knobs, faucets and all the flushing mechanism in all bathrooms

Every Two Days

1. Dust and clean all furniture, including desks, chairs, credenzas, computers, bookshelves, coffee tables, conference tables, coat racks, telephones, computers, table lamps, safes, file cabinets, etc. to ensure that all pieces are free of dust and dirt

2. Vacuum carpets, runners, and/or rugs (Including Main Staircase), by moving items easily movable such as: chairs, armchairs, trash receptacles, coat-racks, couches etc. When completed, the area shall be free of all litter, lint, loose soil, and debris. All the items shall be replaced in their original location.

3. Empty trash containers located around the parking/garden areas of the Consulate compound and ancillary buildings and transporting all trash bags including all empty boxes to the main collection points located in the public streets around the Consulate.

Once Weekly

1. Wash and sweep and dust all staircases and railings

2. Wash plastic, wooden and metal garden furniture.

3. Remove leaves and/or other material from rainwater drainage system grates in the Consulate.

4. Wash and dust guard booths. Clean and wash windows, glass panes and glass surface in all the Guard and Police booths.

5. Sweep all the exterior areas delimited by barriers.

6. Sweep all the courtyards and clean drainage grids.

7. Deep cleaning of the GYM Facilities including dressing rooms, all equipment, light fixtures, ceiling fans, and mirrors

8. Mop the two back staircases in chancery building.

9. Clean first floor area Nobile, dust/mop marble, clean parquet floors, dust furniture and built in bookcase.

Once Monthly

1. Replace door mats in the various building entrances throughout the Embassy compound as listed in Section 4.

2. Sweep roof terrace and clean all drainage grids.

3. Remove leaves, clean surfaces, and drainage of the guard booth roof at main entrance.

4. Clean and wash all the windows at ground floor Chancery and Annex and Piano Nobile, Chancery.

5. Mop two back staircases in chancery building.

6. Wash driveway and garage area.

7. Wash and sweep the balconies of the Chancery,

8. Sweep and wash with high pressure machine the garages

Once Every Two Months

1. Polish marble, parquet and ceramic floors using an electric floor polisher and suitable polish

2. Wash windowpanes inside and outside, and all glass surfaces.

3. Dust all pictures, maps, books, mountings, ceilings, and walls.

Once Every Three Months

1. Wash, sweep floor in basement areas

2. Clean area behind garden wall and above generator and boiler

Once Every Six Months

1. Shampoo runners of staircases

2. Clean ceiling light fixtures and floor lamps in all offices, corridors, bathrooms.

3. Polish door and window brass handles and plaques

4. Wash all curtains on ground floor Chancery and Annex

5. Dust stucco ornamentations on walls, located in the grand staircase, and Piano Nobile. This shall be performed using only a feather-duster up to the maximum reachable height.

Yearly

1. Wash/dust all wood shutters

2. Polishing of marble floor in the lobbies of Chancery

3. Clean ceiling light fixtures on Grand staircase

4. Clean no. 6 Murano type chandeliers and no. 1 brass type chandelier on the 1st floor Chancery (Chandeliers will be disassembled and re-assembled by Facility Personnel).

5. Clean curtains on 1st floor Consulate

Temporary Additional Services

Temporary Additional Services are services that shall be provided by the contractor in addition to the scheduled services and shall be ordered by the COR on an as needed basis and in any circumstance, within 24-hour advance notice.

· Polish marble floors and floor tiles, by smoothing with planning machine including rough-shaping and overhauling by sharp-stone machine. Near the perimeter walls and corners the polishing must be done by hand.

· Wash curtains, assemble and disassemble included.

· Lacquer parquet floor by smoothing with planning machine including sanding, dusting and plastering with high resistance and classic putty of the boards, eventually splitting up, then, varnishing with a bright polyurethane bi-component paint, made with synthetic resins for three coats, including every burdens for the perfect execution of the work. Any move of furniture to adjacent room is Contractor’s responsibility

· Smoothen varnish finishing and semi-lacquering of wooden floor

· Chemical polishing of marble, tile, and linoleum floor

· Shampoo carpet

· Power wash of exterior fire bricks or ceramic tiles.

· Removal of old wooden floor, prepare and repair the mortar bed underneath, supply, install, seal, sand, and polish with the same methodology 18 mm thick OAK wooden floor.

· Removal of dead plants, soil, pots and other trash material from terraces and/or balconies and transport to the public dump (average 20 sq.mt. for 2 cubic meters of trash)

· Removal of multi-trash material from Cantinas/Garages including transportation to the public dump (estimated 2 cubic meters of trash)

· Removal of multi-trash material from apartments, terrace, or balconies, including transportation to the public dump (estimated 3 cubic meters of trash)

3.3.1 Temporary Additional Services: Government owned or leased apartments painted and furnished

· Wash and/or mop all type of floors

· Vacuum carpet

· Wax marble floor and/or floor tiles

· Clean entire rest rooms including wall tiles, bathtub, accessories etc.

· Wash inside and outside base and wall kitchen cabinets and tops including kitchen hoods

· Clean inside and outside washing machines, dryers, gas ranges and refrigerators

· Dust furniture and bookshelves including built-in closets if any

· Polish door and window handles

· Wash and/or dust rolling and/or wooden shutters

· Wash window glass panes and windowsills

· Wash radiators

· Wash and/or sweep of terraces and/or balconies

· Clean crystal chandeliers, if any, and/or light fixtures

· Move furniture and replace in the same place, after cleaning is completed

· Polish and wax parquet floor

· Remove and dispose trash left in the apartment up to one cubic meter. If there is more trash the contractor will be paid for removal at the agreed upon rate.

3.3.2 Temporary Additional Services: Government owned or leased apartments painted and NOT furnished

· Wash and/or mop all type of floors

· Vacuum carpet

· Wax marble floor and/or floor tiles

· Clean entire rest rooms including wall tiles, bathtub, accessories etc.

· Wash inside and outside base and wall kitchen cabinets and tops including kitchen hoods

· Clean inside and outside washing machines, dryers, gas ranges and refrigerators

· Dust furniture and bookshelves including built-in closets if any

· Polish door and window handles

· Wash and/or dust rolling and/or wooden shutters

· Wash window glass panes and windowsills

· Wash radiators

· Wash and/or sweep terraces and/or balconies

· Clean crystal chandeliers, if any, and/or light fixtures

· Move furniture and replace in the same place after cleaning is completed

· Polish and wax parquet floor

· Remove and dispose trash left in the apartment up to one cubic meter. If there is more trash the contractor will be paid for removal at the agreed upon rate.

PRODUCTS AND TOOLS

During the bidding phase the Contractor shall submit manufacturer Material Data Sheets, of all products he/she plans to use in performing the service during the contract life. These data sheets must have the approval and certification of the Ministry of Health, as “PRESIDIO MEDICO”.

All cleaning products must be alcohol or bleach based and be designated as an antimicrobial product. Paper products provided for the toilet, hand drying and other uses should contain recycled materials and be labeled stating the percent recycled materials used. The contractor must use disposable dusting and cleaning cloths. These cloths must be replaced after cleaning each workstation. The bid package must also describe floor cleaning tools, methods and products.

Materials Included in the Service

The Contractor is responsible for supplying all materials and equipment necessary to complete the scheduled and unscheduled services. These materials and equipment include, but are not limited to, uniforms, personnel equipment, tools, cloths, detergents, plastic liners, urinal deodorant tablets, polishes and any other items required for the performance of duties under this contract.

Following the list of material to be supplied by the Contractor and quantity needed based on number of users and locations:

Materials:

· Paper towels for bathrooms, and kitchenette

· Toilet paper

· Paper toilet covers

· Hand soap

· Dispensers for all materials*

* The Contractor will supply, install and maintain all needed dispensers (See Section 2.0 for list of Bathrooms and Kitchens).

Quantity and Locations:

15 Local guards 60 Visitors

Annex:

6 Employees 20 Kitchen and Gym users

Hand Sanitizer Contractor is responsible to supply alcool base hand sanitizer and relative dispensers, wall mounted type, as per follow list:

Consulate Building

Main Entrance CAC Public Waiting Area Main Lobby

Annex Building

Kitchenette Gym

Door Mats Contractor is responsible to supply and replace on montly bases door mats for the entrance of each building and CACs. Size of the mats are approximately 100 x 200 cm. to be confirmed before the order.

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