Attachment 2c Milan Technical Specifications 19OCT2020.doc

US CONSULATE GENERAL

MILAN

VIA Principe Amedeo 2/10 Milan ITALY

CLEANING SERVICES

FOR GOVERNMENT LEASED

OFFICES and RESIDENCES

TECHNICAL SPECIFICATIONS

Attachment 2c: Milan

FY 2020

Fac/Maint: 2020

INDEX

Page

11.

SCOPE OF SERVICE

22.

CONSISTENCY & LOCATIONS

163.

WORK REQUIREMENTS & FREQUENCY OF TASKS

224.

PRODUCTS AND TOOLS

235.

RESTRICTED AREAS

1. SCOPE OF SERVICE

General

The American Consulate of the United States of America, in Milan requires cleaning services within U.S. Government owned and leased properties in Milan, including the Main Consular Building in Via Principe Amedeo, CGR in Via Pietro Cossa n. 1, the Marines Residence, and approximately 30 leased units in Milan and the surrounding Novara area.

The Contractor shall carry out standard cleaning services as described in Chapter 3 and shall provide labor and equipment for any 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 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 supervisor of its workforce assigned to do work within the US Consulate, who will also act as liaison between the Contractor and the US Consulate. they must be fluent in written and oral English.

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

2. CONSISTENCY & LOCATIONS

The attached tables list the office locations, the types of items, and provide detailed measurements of floors, wall-to-wall carpeting, rugs, glass surfaces, and all common areas of each building and/or Government owned residence. Offerors must indicate the minimum char force to be employed at each location taking into consideration the consistency and frequency of services required.

EXTERIOR AREAS

MEASUREMENTS OF COMPOUND

COMMON AREAS - Sq. m.

Tiles and or Cobblestones

Once weekly

No cleaning by contractor

No cleaning by contractor

BASEMENT FLOOR

Type of Floor - Sq. m.

Location and/or Offices

Frequency

Generator

See Equipment rooms details

Electrical Substation

See Equipment rooms details

Electrical POD (Point of Delivering)

See Equipment rooms details

Garage

Once a month

Total Sq. m.

GROUND FLOOR

Type of Floor - Sq. m.

Location and/or Offices

Frequency

Corridors, Post One, Lobby, LGF office

Bathroom with wall tiles

Total Sq. m.

GLASS SURFACES

Grilles Remarks/

Frequency

N. 1 380 x 400 cm

N. 7 160 x 180 cm

CAC

N. 1 540 x 70 cm

Marine Guard booth

(*) = Measurements of one side only, the service shall be performed on both sides.

5th FLOOR Type of Floor - Sq. m.

Frequency

Corridors

Storage room

Once every three months

Bathrooms + Laundry room with wall tiles

Lobby

GYM

Once every three months

Electrical room

GLASS SURFACES

Grilles Remarks/Frequency

WINDOWS

N.8 270 x 160 cm N.4 130 x 280 cm

N.3 320 x 280 cm

N.2 60 x 120 cm.

N.1 200 x 120 cm

N.1 200 x 280 cm

7th FLOOR Type of Floor - Sq. m.

Offices, Corridors

Staircase going from 7th thru 12th floor

X

There are 6 small lobbies with linoleum floor on the 7th to 12th floors: total 24 m2

Once a week

Waiting room

Bathrooms with wall tiles

Lobby

Vending machine space

Electrical room

Total Sq. m.

GLASS SURFACES

Grilles Remarks/Frequency

WINDOWS

N.2 130 x 160 cm

N.8 130 x 280 cm

N.2 200 x 280 cm

N.2 320 x 280 cm

N.1 60 x 120 cm.

8th FLOOR Type of Floor - Sq. m.

Frequency

Corridors

Bathrooms with wall tiles

Lobby

Electrical Room

GLASS SURFACES

Grilles Remarks/Frequency

WINDOWS

N.2 130 x 160 cm

N.2 200 x 280 cm

N.2 320 x 280 cm

N.1 60 x 120 cm.

N/A

N/A

( * ) = Measurements of one side only, the service shall be performed on both sides.

9thFLOOR Type of Floor - Sq. m.

Frequency

Bathrooms with wall tiles

Lobby

Kitchen

Electrical room

Health Unit

GLASS SURFACES

Grilles Remarks/Frequency

WINDOWS

N.2 130 x 160 cm

N.2 200 x 280 cm

N.2 320 x 280 cm

N.1 60 x 120 cm.

10th FLOOR Type of Floor - Sq. m.

Frequency

Bathrooms with wall tiles

Lobby

Electrical Room

GLASS SURFACES

Grilles Remarks/Frequency

WINDOWS

N.2 130 x 160 cm

N.2 200 x 280 cm

N.2 320 x 280 cm

N.1 60 x 120 cm.

11th FLOOR Type of Floor - Sq. m.

Frequency

Bathrooms with wall tiles

Lobby

Electrical room

GLASS SURFACES

Grilles Remarks/Frequency

WINDOWS

N.2 130 x 160 cm

N.2 200 x 280 cm

N.2 320 x 280 cm

N.1 60 x 120 cm.

( * ) = Measurements of one side only, the service shall be performed on both sides.

12th FLOOR Type of Floor - Sq. m.

Frequency

Corridors

Bathrooms with wall tiles

Lobby

Electrical room

GLASS SURFACES

Grilles Remarks/

WINDOWS

N.2 130 x 160 cm

N.2 200 x 280 cm

N.2 320 x 280 cm

N.1 60 x 120 cm.

EQUIPMENT ROOMS

Roof

Bathroom Consistency

Recycled Material Containers

Basement floor

3. WORK REQUIREMENTS & FREQUENCY OF TASKS

The service required consists of performing all tasks described in this section at the identified locations and frequencies. The routine janitorial services must be scheduled from Monday through Friday, from Monday to Friday, from 07:30 to 16:30. 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 will be provided to the Embassy’s COR in advance for approval.

3.1 Standard Services: Consulate Compound Office Spaces

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. 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.

4. Vacuum wall to wall carpeting and area rugs

5. Wash/mop all Marine guard, LGF guard booths.

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 Marine post, consulate visa offices, guard booths, including glass doors and glass partitions.

8. Thoroughly clean of toilets, restrooms 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.

9. Replace paper towels and toilet paper in all rest rooms, ensuring that there is enough to last 24 hours.

10. Clean inside the kitchenette including dust and wash mop floor, furniture and appliances, empty trash containers and replace liners

11. Clean of kitchenette 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 for a minimum of 24 hours.

12. Clean inside elevators, including mirrors, floors, brass handles, sliding door tracks etc.

13. Sweep entrances

14. Check for left over material around all the common areas exterior and interiors, remove and transport to the collecting points.

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

Twice Daily

Cleaning services shall be performed in the following area in the morning during regular scheduled time and in the afternoon from13:30 to 16:30.

1. Check and clean all bathrooms and GYM and aerobics room area Three Times Daily

1. Sanitize Push bars, handles of the main entrance doors,

2. Sanitize all the surface in the CACs,

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, typing tables, empty bookshelves, coffee tables, conference tables, coat racks, telephones, typewriters, computers, table lamps, safes, file cabinets, etc. to ensure that all pieces are free of dust, dirt and sticky surfaces.

Once Weekly

1. Wash and sweep internal and external staircases, including dusting railings

2. Dust Fan Coils

3. Sweep outside areas (CAC area and in front of the building)

4. Deep cleaning of the GYM Facilities including dressing rooms, all equipment, light fixtures, ceiling fans, ductworks.

Twice Weekly

1. Water inside plants and around CAC Once Monthly

1. Replace two door mats (size 200 x 80 cm) in the building entrances

2. Wash, sweep and degrease the floor in the garage

Once Every Two Months

1. Shampoo wall to wall carpets and runners of staircases.

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

3. Chemical polishing of all linoleum floors

4. Wash and dust Venetian blinds.

5. Dust and clean all wall marble surfaces

6. Dust all pictures, maps, books, mountings, ceilings, door and walls.

7. Clean leather furniture with appropriate leather cleaning products.

Once Every Three Months

1. Wash, sweep floor tiles, dust equipment in equipment and electrical rooms

Once Every Six Months

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

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

Yearly

1. Move floor protectors, sweep, and wash the floor and the floor protectors and place it back (Task includes the moving of furniture on top of the protectors such as desks, etc.)

Additional Char persons

The Contractor shall provide two Char persons for 8 hours daily (from Monday thru Friday, 08:00 to 17:00) to be used for various assigned tasks to be performed during working hours and to respond to emergencies. The contractor should provide these char persons with a corporate vehicle or small cargo van to move between the residences and Consulate as needed. The various tasks to be assigned include:

· Check, clean and set-up all the conference and training rooms before and after events

· Set-up and provide cleaning service in CGR for official events

· Collect all the trash from regular cleaning service and from special events, transport trash to the common trash collection point (Building Basement)

· Remove trash accumulated in all areas and transport all trash bags including empty boxes to the main collection points in the building basement.

· Minor moving tasks

· Minor odd jobs “and “Fix-up tasks” connected to the cleaning operation and special events at Consulate and CGR

· Remain on call for any emergency which could arise

3.2 Standard Services: Equipment Rooms

The tasks below are to be completed in the listed equipment rooms once every three months:

Generator rooms

· Dust all existing pipes, electrical cables, engines, electrical panels etc.

· Remove oil & grease stains from doors, pipes etc.

· Wash & sweep floors.

· Dust and clean light fixtures.

Transformer Rooms

· Dust all existing pipes, electrical cables, outside of transformers, electrical panels etc.

Switch Gear Rooms

· Dust all existing pipes, electrical cables, electrical panels etc.

Elevator Machine Rooms

· Dusting and clean electrical panels and light fixtures.

· Removal of oil & grease stains from doors, pipes etc.

· Washing & sweeping of floors.

3.3 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, with 24-hour advance notice.

1. 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.

2. Wash curtains, assemble and disassemble included.

3. 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

4. Smoothen varnish finishing and semi-lacquering of wooden floor

5. Chemical polishing of marble, tile and linoleum floor

6. Shampoo carpet

7. Power wash of exterior fire bricks or ceramic tiles.

8. 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.

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

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

11. 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 Service: Government owned or leased apartments painted and furnished

Additional Temporary Services Upon COR request

· Wash and/or mop all types 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 Service; Government owned or leased apartments painted and NOT furnished

· Wash and/or mop all types 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 within 1 cbm of limit

4. 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:

Material:

· Paper towels for bathrooms, Health Unit Labs and kitchenettes

· 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)

Hand Sanitaizer The Contractor is responsible for supplying alcool base hand sanitizer and wall mounted type dispenser as per following list and locations:

Total number of users for all above location is approximately 150 people.

Door Mats Contractor is responsible to supply and replace three door mats at the entrance of each building and CACs once a month. Size of the mats are approximately 100 x 200 cm. to be confirmed with the COR before the order.

5. RESTRICTED AREAS

As indicated in Section 2 the restricted space in the Milan Consulate will be cleaned as a temporary additional service negotiated with the COR and agreed to in writing.

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