19BF5026R0003 - Request for Proposals - Janitorial Services.pdf

U.S. Embassy Nassau, The Bahamas Date: May 8, 2026

Dear Prospective Proposer:

Subject: Request for Proposals number 19BF5026R0003

Enclosed is a Request for Proposal (RFP) for janitorial services. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-proposal conference at the site, The pre-proposal conference will be held on 1:00pm on May 27, 2026 (local time) at the US Embassy Nassau, The Bahamas. Prospective offerors/proposers should contact Deana Nelson by May 25, 2026. for additional information or to arrange entry to the building.

Proposals are due by June 10, 2026. No proposals will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your proposal must be submitted electronically to NassauContractingOfficers@state.gov It is important to make sure the submission is made in specific size and format; in MS-Word or MS-Excel or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a proposal to be considered, you must also complete and submit the following:

mailto:NassauContractingOfficers@state.gov

1. SF-1449

2. Section I - Pricing

3. Section 5 - Representations and Certifications

4. Additional information as required in Section 3

5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”]

6. Proof of SAM Registration

7. Proof of active Bahamian Business License as of the proposal date

8. Proof of active Bahamian Tax Identification Number as of the proposal date.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Tatiana Escobar Contracting Officer

Enclosure:

http://www.irs.gov/w14 https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 19 Prices, Block 23

• Continuation To SF-1449, RFP Number 19BF5026R0003, Schedule of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work

Statement, Government Furnished Property

• Attachment 2 Recruitment of Third Country Nationals

SECTION 2 – CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not

Prescribed in Part 12

SECTION 3 – SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 4 – EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and

DOSAR Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449,

RFQ NUMBER 19BF5026R0003

PRICES, BLOCK 23

1. PRICES AND PERIOD OF PERFORMANCE

The Contractor shall perform janitorial work, including furnishing all labor, material, equipment, and services, for the U.S. Nassau, The Bahamas. The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The Government will pay the Contractor the firm fixed price per month for standard routine services and a firm fixed rate per square meter for any temporary additional services that have been satisfactorily performed.

Not earlier than acceptable insurance certificates and RSO clearance can the Contractor begin work.

Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity the minimum and maximum amounts are defined below:

Minimum: The Government shall place orders totaling a minimum of 100sqm. This reflects the contract minimum for the base year and each option period.

Maximum: The amount of all orders shall not exceed 15,000sqm. This reflects the contract maximum for the base year and each option period for temporary/additional services.

1.1 VALUE ADDED TAX (VAT)

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

1.2 Offers and Payment in U.S. Dollars.

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should commit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporate under the laws of a state within the United States. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S.

firm shall submit its prices and receive payment in local currency.

1.3 PRICES (Reference the table at Section 3.0 Locations for Janitorial Services)

1.3.1 Clin 0001 BASE YEAR (Base Term: Twelve (12) Months)

NAICS Code: 561720 Janitorial Services SubCLIN A. Standard Routine Services. The firm fixed price for the Base Year of the contract is:

Price per Month Quantity of Months 12 Price per Year

SubCLIN B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of Square Meters 3000

Total Temporary Additional Services Not to Exceed per Year

SubCLIN C, VAT

SubCLIN D.

Insurances and DBA

Clin 0001. TOTAL PRICE FOR BASE YEAR = SubCLIN A + SubCLIN B + SubCLIN C + SubCLIN D

1.3.2. Clin 1001 OPTION YEAR ONE (1) PRICES (Option Term:

Twelve (12) Months) NAICS Code: 561720 – Janitorial Services SubCLIN A. Standard Routine Services. The firm fixed price for Option Year 1 of the contract is:

Price per Month Quantity of Months 12 Price per Year

SubCLIN B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of Square Meters 3000

Total Temporary

SubCLIN C. VAT

Insurances and DBA

Clin 1001. TOTAL PRICE FOR OPTION YEAR ONE (1) = SubCLIN A+ SubCLIN B + SubCLIN C + SubCLIN D

1.3.3. Clin 2001 OPTION YEAR TWO (2) PRICES (Option Term:

SubCLIN A. Standard Routine Services. The firm fixed price for Option Year 2 of the contract is:

Price per Month 12 Price per Year

SubCLIN B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of Square Meters 3000

Total Temporary

Insurances and DBA

Clin 2001. TOTAL PRICE FOR OPTION YEAR TWO (2) = SubCLIN A+ SubCLIN B +

1.3.4. Clin 3001 OPTION YEAR THREE (3) PRICES (Option Term:

SubCLIN A. Standard Routine Services. The firm fixed price for Option Year 3 of the contract is:

Price per Month Quantity of Months 12 Price per Year

SubCLIN B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of Square Meters 3000

Total Temporary

Insurances and DBA

Clin 3001. TOTAL PRICE FOR OPTION YEAR THREE (3) = SubCLIN A+ SubCLIN B + SubCLIN C + SubCLIN D

1.3.5. Clin 4001 OPTION YEAR FOUR (4) PRICES (Option Term:

A. Standard Routine Services. The firm fixed price for Option Year Four

(4) of the contract is:

Price per Month Quantity of Months 12 Price per Year

B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of Square Meters 3000

Total Temporary

Insurances and DBA

Clin 4001. TOTAL PRICE FOR OPTION YEAR FOUR (4) = SubCLIN A+ SubCLIN B +

OFFERORS: Offerors are encouraged to complete the following pricing table for price evaluation purposes and FAR Clause 52.217-8 Option to Extend Services for 6 months. The cost/price information provided will be used to evaluate the total price for all options (52.217-5) and the total price for the basic requirement ONLY. The price offered in the table below will not be included in the total contract award amount; however, if you choose not to provide any cost/price information for each Line Item below, your Price Proposal will be considered incomplete, labeled as failure to follow instructions, and no further consideration will be given.

1.3.2. Clin 5001 Option to Extend Services (6 months)

NAICS Code: 561720 – Janitorial Services SubCLIN A. Standard Routine Services. The firm fixed price for Option Year 1 of the contract is:

Price per Month Quantity of Months 12 Price per Year

SubCLIN B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of Square Meters 3000

Total Temporary

Insurances and DBA

Clin 5001. TOTAL PRICE FOR OPTION YEAR ONE (1) = SubCLIN A+ SubCLIN B +

1.3.6. GRAND TOTAL OF BASE AND ALL OPTION YEARS

Base Year Total (CLIN 0001) Option Year 1 Total (CLIN 1001) Option Year 2 Total (CLIN 2001) Option Year 3 Total (CLIN 3001) Option Year 4 Total (CLIN 4001)

52.217-8 Option to Extend Services (CLIN 5001)

GRAND TOTAL

CONTINUATION TO SF-1449,

RFP NUMBER 19BF5026R0003

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE OF WORK

The purpose of this firm-fixed price contract is to obtain janitorial services for real property owned or managed by the U.S. Government at The U.S.

Embassy, Nassau. The Contractor shall perform janitorial services in all designated spaces including, but not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways.

The contract will be for a one-year period from the date of the contract award, with four (4) one-year optional periods of performance, at the discretion of the Government.

The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract.

Contractor employees shall be on site only for contractual duties and not for other business purposes.

1.1 General Instructions

The Contractor shall prepare general instructions for the work force. The Contractor shall provide drafts to the Contracting Officer's Representative (COR) for review within thirty days after contract award. The Contracting Officer’s Representative must approve these general instructions before issuance.

1.2 DUTIES AND RESPONSIBILITIES

1.2.1 Certain areas listed in Section 3.0 require an escort and can only be entered during scheduled times. The General Instructions shall emphasize security requirements so that accidental security violations do not occur.

1.2.2. Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed daily.

1.2.3. Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which meet the needs of the individual facility.

1.2.4. Temporary Additional Services are services that are defined as Standard Routine Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in this contract. The COR shall order these services as needed basis. This work shall be performed by Contractor trained employees, and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice.

The Contractor shall include in its next regular invoice details of the temporary additional services and, if applicable, materials, provided and requested under temporary additional services. The Contractor shall also include a copy of the COR’s written confirmation for the temporary additional services.

1.3 TYPE OF SERVICES

Standard Routine Services shall include the following work:

1.3.1 Daily Cleaning Requirements shall consist of:

1.3.1.1 Sweeping all floor areas including damp mopping of areas such as tile, linoleum, marble floors, staircases, and public areas. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. Chairs, trash receptacles, and easily moveable items shall be tilted or moved to clean underneath. The frequency may be higher than once per day when it is rainy or snowy. When completed, the floor and halls shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

1.3.1.2 Dusting and cleaning all furniture including desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, computers and CRT screens, lamps and other common things found in an office environment. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

1.3.1.3 Vacuuming all clean rugs and carpets, runners, and carpet protectors so that they are free from dust, dirt, mud, etc. When completed, the area shall be free of all litter, lint, loose soil, and debris. Any chairs, trash receptacles, and easily moveable items shall be moved to vacuum underneath, and then replaced in the original position.

1.3.1.4 Thorough cleaning of toilets, bathrooms, mirrors, and shower facilities, using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall refill paper towels, toilet paper, hand soap, hand sanitizers, and trash bags (per inventory supplied by the Government, See Attachment

1. in all bathrooms. The Contractor shall check those areas used by personnel visiting the chancery several times daily to ensure that the facilities are always clean and neat.

1.3.1.5 Emptying all wastepaper baskets, ashtrays and washing or wiping them clean with a damp cloth, replacing plastic wastepaper basket linings and returning items where they were located.

1.3.1.6 Cleaning of glasses, cups, and coffee services in conference facilities and in the Ambassador's office area. The Contractor shall clean the items in hot soapy water and rinse, dry and polish so that a presentable appearance is maintained.

1.3.1.7 Removing any grease marks or fingerprints from walls, doors, door frames, radiators, windows and window frames, glass desk protectors, reception booths and partitions.

1.3.1.8 Removing trash to designated area as directed by the COR and keeping trash area in a reasonably clean condition.

1.3.1.9 Sweeping debris from walkways and driveways and hose

cleaning them during appropriate climatic and water use conditions.

1.3.2 Periodic Cleaning Requirements shall consist of:

1.3.2.1 Polishing all brass surfaces including door and window handles, plaques.

1.3.2.2 Dusting tops of tall furniture, tops of picture frames and areas not covered in daily dusting.

1.3.2.3 Spot cleaning baseboards and walls.

1.3.2.4 Spot waxing and polishing floors as needed.

1.3.2.5 Shampooing (small area spot clean as needed) carpets.

1.3.2.6 Dusting windowsills and blinds.

1.3.2.7 Cleaning shutters as required.

1.3.2.8 Sweeping and washing terraces and balconies to remove all accumulated dirt and debris.

1.3.3 Monthly Cleaning Requirements shall consist of:

1.3.3.1 Cleaning major appliances inside and out including vacuuming dust from around motor areas.

1.3.3.2 Wiping window blinds with a damp cloth to ensure that all smudges are removed.

1.3.3.3 Cleaning inside window glass and sash of smudges and

accumulated dirt.

1.3.3.4 Moving all furniture and vacuuming or polishing the floor under the furniture as appropriate.

1.3.4 Quarterly Cleaning Requirements shall consist of:

1.3.4.1 Washing the outsides of the windows. When completed the windows shall be free of smudges, lint, or streaks from the surfaces.

1.3.4.2 Removing and washing window blinds.

1.3.4.3 Shampooing the entire surface of carpets in the high traffic areas.

1.3.4.4 Cleaning and sanitizing the trash holding area.

1.3.4.5 Dusting and wiping light fixtures and chandeliers. When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks.

1.3.5 Semi-Annual Cleaning Requirements shall consist of:

1.3.5.1 Stripping wax coats, spot checking sealer coats, and completely reapplying wax coats.

1.3.5.2 Shampooing carpets in all areas.

1.3.5.3 Cleaning all chandeliers and light fixtures using appropriate methods to restore the original luster to the fixtures. This will include ensuring that all crystal reflectors are individually washed.

1.3.6 Annual Cleaning Requirements shall consist of:

1.3.6.1 Stripping wax coats and seal coats to the bare floor surface;

cleaning the bare surface, and reapplying a seal coat.

1.3.6.2 Cleaning gutters and down spouts of all collected debris.

2.0 MANAGEMENT AND SUPERVISION

2.1 The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times.

This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have sufficient English language skill to be able to communicate with members of the U.S. Government staff. The supervisor shall have supervision as his or her sole function.

2.2 The Contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan as to the personnel to be used and the time frame to perform the service.

2.3 The Contractor shall be responsible for quality control and is to submit a Contractor Quality Control and Management Plan to that end. The Plan shall address how the Contractor will perform inspection visits at the work site on a regular and on an unannounced (to contractor workforce) basis. Inspections shall be tailored to the requirements on contract and how each inspection will ensure the work site is at an acceptable quality level dictated by the COR’s Quality Assurance and Surveillance Plan throughout the term of the contract. The Contractor shall coordinate all visits with the COR.’ The Contractor is responsible quality control. The Contractor should develop a Contractor Quality Control Management Plan for review. The plan should be submitted in their technical proposal to be reviewed for award consideration.

2.4 The Contractor shall control overtime through efficient use of the work force. Individual work schedules shall not exceed 40 hours per week to preclude overtime being part of the standard routine services provided under the contract. Overtime may be necessary under Temporary Additional Services.

3.0 LOCATIONS FOR JANITORIAL SERVICES

All standard routine services are to be delivered on regular Embassy working days.

Location Qty Estimated Area

Scheduled Hours Escort

Building 1, EMB 1st Floor Area (SQM) Escort Required

Which consist of:

Corridor 241 Offices 672

Kitchenettes 12 Restrooms 107

Conference Rooms 62 Consular Waiting Room 186

Gym 70

Total Area 1350

Building 1, 2nd Floor Area SQM No Escort Required

Corridor 83 Offices 428

Kitchenettes 13 Restrooms 56

Conference Rooms 155 Total Area 735

Building 1, 3rd Floor Area SQM No Escort Required

Corridor 153 Officer 826

Kitchenettes 13 Restrooms 59

Conference Rooms 60 Common Areas 98

Total Area 1.209

Building 1, 4th Floor Area (SQM) Escort Required

Corridor 194 Officer 1,033

Kitchenettes 13 Restrooms 72

Conference Rooms 72 Common Areas 35

Total Area 1,419

Building 1, 5th Floor Area (SQM) Escort Required

Corridor 226

Restrooms 48 Total Area 274

Building 1 Stairwells Area (SQM) No Escort Required

Stair A 132 Stair B 132

Total Area 264

Building 1 Elevators Area (SQM) No Escort Required

PE-1 10

PE-2 10

PE-3 10

SE-1 12

Total Area 42

Building 2, SPX 1st Floor Area (SQM) No Escort Required

Open Storage 462

Offices 24 Total Area 486

Building 2, 2nd Floor Area (SQ M) No Escort Required

Workshops 185 Kitchenette 37 Restrooms 78 Corridors 69

Total Area 369

Building 2 Stairwell Area (SQM) No Escort Required Stair A 40

Total Area 40

Building 2 Elevators Area (SQM) No Escort Required

SE-2 12

Total Area 12

Building 3, MCAC, 1st Floor Area (SQM) No Escort Required

Common Space 163 Guard Booth 48

Restroom 14 Total Area 225

Building 3 Stairwell Area (SQM) No Escort Required

Stair A 40 Total Area 40

Building 3 Elevator Area (SQM) No Escort Required

PE-4 10

Total Area 10

Building 4, SCAC, 1st Floor Area (SQM) No Escort Required

Common Space 77 Guard Booth 48

Restroom 14 Total Area 139

Building 5, CCAC, 1st Floor Area (SQM) No Escort Required

Common Space 48 Guard Booth 30 Total Area 78

Total Square Meters 6,692 Sq. Meters All Areas

4.0 PERSONNEL

4.1 General.

The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

4.2 Standard of Conduct.

Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).

4.2.1 Neglect of duties shall not be condoned. The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

4.2.2 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

4.2.3 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

4.2.4. Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

4.2.4.1 Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.

4.2.4.2 Unauthorized use of Government property, theft, vandalism, or immoral conduct.

4.2.4.3 Unethical or improper use of official authority or credentials;

security violations; or, organizing or participating in gambling in any form

4.2.5 Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the

Government for the cost of rekeying that portion of the system. The contractor shall NOT be allowed to issue keys

4.3 Notice to the Government of Labor Disputes

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

4.4 Personnel Security

4.4.1 After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals.

It is anticipated that security checks will take 14 days to perform. For each individual a security clearance form will need to be completed. The form will be provided to the winning bidder.

The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

5.0 MATERIALS AND EQUIPMENT

The Contractor shall provide all necessary janitorial supplies and equipment, including mops, brooms, dust rags, detergents, cleaners, etc. to perform the work identified in this contract.

6.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

6.1 The Contractor has the option to reject any or all Government furnished property or items (see Attachment 1 - GOVERNMENT FURNISHED PROPERTY). However, if rejected, the Contractor shall provide all necessary property, equipment or items, adequate in quantity and suitable for the intended purpose, to perform all work and provide all services at no additional cost to the Government. All Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract. The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to Contractor negligence.

6.2 The Contractor shall maintain written records of work performed, and report the need for major repair, replacement, and other capital rehabilitation work for Government property in its control.

6.3 The Contractor shall physically inventory all Government property in its possession. Physical inventories consist of sighting, tagging, or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract.

7.0 INSURANCE

7.1 Amount of Insurance. The Contractor, at its own expense, shall provide and maintain during the entire term of the contract and have appropriate levels of insurance coverage that is legally required for this type of work being performed. The Contractor shall carry the following minimum insurance amounts:

7.2 General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

7.2.1. Bodily Injury stated in U.S. Dollars:

Per Occurrence $40,000 Cumulative $1,000,000

7.2.2. Property Damage stated in U.S. Dollars:

Per Occurrence $10,000

Cumulative $500,000

7.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

7.3.1 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

7.3.2 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

7.3.2.1 Any property of the Contractor,

7.3.2.2 Its officers, agents, servants, employees, or any other person arising from an incident to the Contractor's performance of this contract.

7.4 The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

7.5 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

7.6 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

7.7 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten

(10) calendar days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

8.0 LAWS AND REGULATIONS

8.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

8.2 The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

9.0. TRANSITION PLAN

Within ten days after contract award, the Contracting Officer may request that the Contractor develop a plan for preparing the Contractor to assume all responsibilities for janitorial services. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

10. DELIVERABLES

The following items shall be delivered under this contract:

Description Qua ntity

Delivery To Date

1.1 General Instructions 1 COR 30 days after award

1.2.3 Schedules 1 COR Weekly

4.4.1 List of Personnel 1 COR 10 days after award

7. Evidence of Insurance 1 COR 10 days after award

8. Licenses and Permits 1 COR Date of award

9. Transition Plan 1 COR 5 days after award

10. Quality Control and Management Plan (C-

QCMP)

1 Technical Proposal

Proposal (Update as Needed)

11. Government Property Inventory 1 COR

20 Days after award (Every 6 months thereafter)

11. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Para Performance Threshold

Services.

Performs all janitorial services set forth in the scope of work.

1 through 10

All required services are performed and no more than one (1) customer complaint is received per month.

11.1 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

11.2 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

11.3 Procedures.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services and may require updating the Contractor’s Quality Control Management Plan. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause. An update to the Contractor’s Quality Control and Management Plan may be required to prevent repeating offenses.

ATTACHMENT 1

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT GOVERNMENT FURNISHED PROPERTY

The Government shall make the following property available to the Contractor as "Government furnished property" under the contract and replace as needed:

16", 9 Gallon Carpet Extractor 2.00 each 17" Heavy Duty Scrub Brush for Corded Auto Floor Scrubber

3.00 each

17" Scrubbing Pad for Corded Auto Floor Scrubber 3.00 each Anti-Foam Additive for carpet extractor 3.00 each Carpet Shampoo Concentrate for carpet extractor 6.00 each Carpet Spotter 2.00 each Cartridge Filter for 6.6 Gallon Wet/Dry Vacuum 5.00 each Charcoal HEPA Filter Assembly for upright vacuum cleaners

10.00 each

Commercial 13" Dust Pan 18.00 each Commercial Angle Bowl Brush & Holder 32.00 each Commercial Angle Broom - Extra Wide Angle, 15" Sweep Width

18.00 each

Commercial Flexible Microfiber Duster 24.00 each Commercial Toilet Plunger with Caddy 32.00 each Cordless Auto Walk-Behind Floor Scrubber 1.00 each Deluxe Carry Caddy for executive janitorial clean cart 14.00 each Electric Walk-Behind Corded Auto Floor Scrubber 3.00 each Executive Janitorial Clean Cart 14.00 each Floor Cleaner & Deodorizer for floor scrubber 6.00 each HEPA disposable dust bags for upright vacuum cleaner 20.00 each Ironing Board 53"L x 13"W 8.00 each Looped Mop Head, Wide Band 20.00 each

Microfiber Cleaning Cloths, 12 X 12 14.00 each Microfiber Tube Mop Head w/5" Headband 24.00 each Mop Bucket & Wringer Combo w/Side Press 14.00 each Paper Filter Bag for 6.6 Gallon Wet/Dry Vacuum 25.00 each Plastic Quick Change 1" x 60" Fiberglass Handle 28.00 each Portable Electric Pressure Washer 4.00 each Rechargeable Cordless Stick Vacuum 5.00 each Stainless Steel 3/4 Gallon Ironing Station 2.00 each Trash Grabber, 32"L 14.00 each Trigger Spray Bottles For Glass & Hard Surface Cleaner 3.00 each Upright vacuum cleaners 5.00 each Wet floor sign 35.00 each Wet/Dry Vacuum, 6.6 Gallon Capacity 5.00 each

ATTACHMENT 2

RECRUITMENT OF THIRD COUNTRY NATIONALS (TCNS) FOR

PERFORMANCE ON DEPARTMENT OF STATE CONTRACTS

(DECEMBER 4, 2014)

1. Where contracts exceeding the Simplified Acquisition Threshold will require the recruitment of TCNs, the offeror is required to submit a Recruitment Plan as part of their proposal. Contractors providing employer furnished housing are required to submit a Housing Plan.

2. Recruitment Plans must:

a. State the anticipated number of workers to be recruited, the skills they are expected to have, and the country or countries from which the contractor intends to recruit them.

b. Explain how the contractor intends to attract candidates and the recruitment strategy including the recruiter.

c. State in the offer that the recruited employee will not be charged recruitment fees as defined in FAR 22.1702 and FAR 52.22-50. The contractor or employer pays the recruitment fees for the worker if recruited by the contractor or subcontractor to work specifically on Department of State contracts.

d. Recruitment fees means fees of any type, including charges, costs, assessments, or other financial obligations, that are associated with the recruiting process, regardless of the time, manner, or location of imposition or collection of the fee.

(1) Recruitment fees include, but are not limited to, the following fees (when they are associated with the recruiting process) for-

(i) Soliciting, identifying, considering, interviewing, referring, retaining, transferring, selecting, training, providing orientation to, skills testing, recommending, or placing employees or potential employees;

(ii) Advertising:

(iii) Obtaining permanent or temporary labor certification, including any associated fees;

(iv) Processing applications and petitions;

(v) Acquiring visas, including any associated fees;

(vi) Acquiring photographs and identity or immigration documents, such as passports, including any associated fees;

(vii) Accessing the job opportunity, including required medical examinations and immunizations; background, reference, and security clearance checks and examinations; and additional certifications;

(viii) An employer's recruiters, agents or attorneys, or other notary or legal fees;

(ix) Language interpretation or translation, arranging for or accompanying on travel, or providing other advice to employees or potential employees;

(x) Government-mandated fees, such as border crossing fees, levies, or worker welfare funds;

(xi) Transportation and subsistence costs-

(A) While in transit, including, but not limited to, airfare or costs of other modes of transportation, terminal fees, and travel taxes associated with travel from the country of origin to the country of performance and the return journey upon the end of employment; and

(B) From the airport or disembarkation point to the worksite;

(xii) Security deposits, bonds, and insurance; and

(xiii) Equipment charges.

(2) A recruitment fee, as described in the introductory text of this definition, is a recruitment fee, regardless of whether the payment is

(i) Paid in property or money;

(ii) Deducted from wages;

(iii) Paid back in wage or benefit concessions;

(iv) Paid back as a kickback, bribe, in-kind payment, free labor, tip, or tribute; or

(v) Collected by an employer or a third party, whether licensed or unlicensed, including, but not limited to-

(A) Agents;

(B) Labor brokers;

(C) Recruiters;

(D) Staffing firms (including private employment and placement firms);

(E) Subsidiaries/affiliates of the employer;

(F) Any agent or employee of such entities; and

(G) Subcontractors at all tiers.

e. Recruitment fees included by the prime contractor in the contract price must be allowable by country law, allocable to the contract based on benefit to the program, and reasonable based on what a prudent businessperson would pay for similar expenses and charges.

The reasonableness of recruitment fees should be assessed based on the reasonableness of the individual components.

f. State in the offer that the contractor’s recruitment practices comply with recruiting nation and host country labor laws.

g. State in the offer that the contractor has read and understands the requirements of FAR 52.222-50 Combating Trafficking in Persons.

h. Contractor will advise the Contracting Officer of any changes to the

Recruitment Plan during performance.

3. The offeror will submit a Housing Plan if the contractor intends to provide employer furnished housing for TCNs. The Housing Plan must describe the location and description of the proposed housing.

Contractors must state in their offer that housing meets host country housing and safety standards and local codes. Contractor shall comply with any Temporary Labor Camp standards contained in their contract. In contracts without a Temporary Labor Camp standard, fifty square feet is the minimum amount of space per person without a Contracting Officer waiver. Contractor shall submit proposed changes to their Housing Plan to the Contracting Officer for approval.

4. Department of State contractor and subcontractors will prevent human trafficking and treat employees with respect and dignity by taking the following actions:

a. Contractor may not destroy, conceal, confiscate, or otherwise deny access to an employee’s identity documents, passports, or immigration documents. Contractors and subcontractors are reminded of the prohibition contained in Title 18, United States Code, Section 1592, against knowingly destroying, concealing, removing, confiscating, or possessing any actual or purported passport or other immigration document to prevent or restrict the person’s liberty to move or travel in order to maintain the services of that person, when the person is or has been a victim of a severe form of trafficking in persons.

Contractor must be familiar with any local labor law restrictions on withholding employee identification documentation.

b. Contractor shall provide employees with signed copies of the/their employment contracts that are in a language the worker understands and define the terms of employment, compensation including salary, overtime rates, allowances, salary increases, job description, description of any employer provided housing, benefits including leave accrual, and information on whether hazardous working conditions are anticipated. Contracts must be provided prior to employee departure from their countries of origin. Fraudulent recruiting practices, including deliberately misleading information, will be considered a material breach of this contract.

c. Contractor shall provide all employees with the Department’s “Know

Your Rights” poster and document that employees have been briefed on the contents of the poster. The English language version is available at posters and accompanying directions or from the Contracting Officer.

d. Contractor shall brief employees on the requirements of the FAR

52.222-50 Combating Trafficking in Persons including the requirements against procuring commercial sex even in countries where it is legal and shall provide a copy of the briefing to the Contracting Officer’s Representative.

e. Contractor shall display posters in worker housing advising employees in English and the dominant language of the TCNs being housed of the requirement to report violations of Trafficking in Persons to the company and the company’s obligation to report to the Contracting Officer. The poster shall also indicate that reports can also be submitted to the Office of the Inspector General (OIG) https://www.responsiblesourcingtool.org/uploads/56/Fed_Procurement_poster-FINAL.pdf https://www.responsiblesourcingtool.org/uploads/57/FAR_Poster_Directions__002_.pdf

Hotline, StateOIG.gov/Hotline at 202-647-3320 or 1-800-409-9926 or via email at WPEAombuds@stateoig.gov.

f. Contractor and subcontractors shall comply with sending and receiving nation laws regarding transit, entry, exit, visas, and work permits. Contractors are responsible for repatriation of workers who have traveled from other countries for contract performance except an employee legally permitted to remain in the country of work and who chooses to do so; including an employee who is a victim of trafficking seeking victim services and/or legal redress in the country of employment and/or is a witness in a trafficking-related enforcement action.

g. Contractor shall monitor subcontractor compliance at all tiers. This includes verification that subcontractors are aware of, and understand, the requirements of FAR 52.222-50 Combating Trafficking in Persons and this clause. Contractors specifically agree to allow U.S.

Government personnel access to contractor and subcontractor personnel, records, and housing for audit of compliance with the requirements of this clause.

h. The contractor agrees to include this clause in all subcontracts over the simplified acquisition threshold involving recruitment of third country nationals for subcontractor performance.

5. For contracts or subcontracts other than commercially available off the shelf items with performance overseas valued at $500,000 or more, offerors will certify with the submission of their proposal and annually thereafter that the contractor and subcontractors have a compliance plan in place appropriate to the size and nature of the program to prevent human trafficking and to comply with the provisions of this clause. The certification will confirm that, to the best of its knowledge and belief of the signatory, neither the prime nor its agents nor subcontractor have engaged in any trafficking related activities, including the procurement of a commercial sex act during the period of the contract, the use of forced labor in the performance of the contract, acts that support or facilitate trafficking in persons such as mailto:WPEAombuds@stateoig.gov destroying or confiscating employees’ documents or failing to provide return transportation, soliciting employees by use of fraud or charging recruitment fees or providing sub-standard housing described in section 106(g) of the Trafficking Victims Protection Act (TVPA) or the prohibitions of this clause. The certification will also confirm that if any violations have been found, the contractor has taken the appropriate remedial and referral actions.

6. Contractors and subcontractors can find a model compliance plan, a sample code of conduct, a supplier/subcontractor self-assessment questionnaire, and criteria to select and monitor labor recruiters on the Responsible Sourcing Tool website (www.responsiblesourcingtool.org) The Responsible Sourcing Tool is designed to assist Federal contractors, in identifying human trafficking or trafficking-related activities in their supply chains and developing effective management systems to prevent and mitigate these activities. The tool enables Federal contractors and other entities to visualize human trafficking risks by location, industry sector and commodity.

SECTION 2 - CONTRACT CLAUSES

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services.

As prescribed in 12.205(a)(1), insert a clause substantially as follows:

INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES SEP 2023)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is “late” and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition.

However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of…