19CY6026Q0004 - Janitorial Solicitation.pdf

U.S. Embassy Nicosia

October 31, 2025

Dear Prospective Quoter:

Subject: Request for Quotation Solicitation Number 19CY6026Q0004 Janitorial Services

Enclosed is a Request for Quotation (RFQ) for Janitorial Services. If you would like to submit a 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 the 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 quotations, 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-quotation conference. The pre-proposal conference will be held on November 13, 2025, at 1000 hours (local time) at the US Embassy Nicosia.

Prospective offerors/quoters should contact NicosiaContracting@state.gov by November 10, 2025, at 1000 hours (local time) for additional information or to arrange entry to the building.

Quotations are due by December 1, 2025, at 1200 hours (noon) (local time). No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted in a sealed envelope marked "Quotation Enclosed for 19CY6026Q0004 Janitorial Services to the following address:

American Embassy Nicosia General Services Office Metochiou & Ploutarchou Streets 2407 Engomi, Nicosia

And electronically to: NicosiaContracting@state.gov

Your quotation must be submitted electronically to NicosiaContracting@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 15MB. If the file size should exceed 15MB, the submission must be made in separate files and attached to separate emails with less than 15MB each.

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

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 52.228-4

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 the 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, Shawn Peebles Contracting Officer

Enclosure:

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449

(REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA FAR(48 CFR)53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19CY6026Q0004

6. SOLICITATION ISSUE DATE

October 31, 2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Aliki Evangelidou

b. TELEPHONE NUMBER(No collect calls)

+357-22-393574

8. OFFER DUE DATE/ LOCAL

TIME

December 1, 2025 12:00 noon

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

American Embassy SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

Metochiou & Ploutarchou Streets Engomi 2407, Nicosia, Cyprus

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Janitorial Services for one base year, four one-year option periods and six months option to extend.

Base Year Option Year One Option Year Two Option Year Three Option Year Four Option to Extend months months months

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO

ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

19CY6026Q0004 - Janitorial Services Page 2

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

SF 1449 cover sheet Continuation To SF-1449, RFQ Number 19CY6026Q0004, Prices, Block 23 Continuation To SF-1449, RFQ Number 19CY6026Q0004, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement Attachment 1 to Description/Specifications/Performance Work Statement, Government

Furnished Property

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

19CY6026Q0004 - Janitorial Services Page 3

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449,

RFQ NUMBER SCY6026Q0004

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. Nicosia. 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 fixed price per month for standard services and a fixed rate per square meter for any temporary additional services that have been satisfactorily performed.

After contract award and submission of acceptable insurance certificates and security clearances, the Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from the start date listed in Notice to Proceed unless the Contractor agrees to an earlier date) on which performance shall start.

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 ten (10) square meters.

This reflects the contract minimum for the base year and each option period for temporary/additional services.

Maximum: The amount of all orders shall not exceed thirty thousand (30,000) square meters.

This reflects the contract maximum for the base year and each option period for temporary/additional services.

The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with four, one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

1.1 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy is tax exempt from the host government and shall prepare a VAT Exemption Certificate.

19CY6026Q0004 - Janitorial Services Page 4

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 pay 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

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

A. Standard Services. The firm fixed price for the Base Year of the contract is:

Price per Month Euro Quantity of Months Price per Year Euro B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of

Square Meters Total Temporary Additional

Services per Year Euro 500m2

C. TOTAL PRICE FOR BASE YEAR

= A+B

1.3.2. OPTION YEAR ONE (1) PRICES (Option Term: Twelve (12) Months) A. Standard Services. The firm fixed price for the Base Year of the contract is:

Price per Month Euro Quantity of Months Price per Month Euro B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of

Square Meters Total Temporary Additional

Services per Year Euro 500m2

C. TOTAL PRICE FOR OPTION YEAR ONE (1)

1.3.3. OPTION YEAR TWO (2) PRICES (Option Term: Twelve (12) Months)

A. Standard Services. The firm fixed price for the Base Year of the contract is:

Price per Month Euro Quantity of Months Price per Year Euro

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

Price per Square Meter Estimated Quantity of

Square Meters Total Temporary Additional

Services per Year Euro 500m2

C. TOTAL PRICE FOR OPTION YEAR TWO (2)

19CY6026Q0004 - Janitorial Services Page 5

1.3.4. OPTION YEAR THREE (3) PRICES (Option Term: Twelve (12) Months) A. Standard Services. The firm fixed price for Option Year 3 of the contract is:

Price per Month Quantity of Months Price per Year Euro B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of

Square Meters Total Temporary Additional

Services per Year Euro 500m2

C. TOTAL PRICE FOR OPTION YEAR THREE (3)

1.3.5. OPTION YEAR FOUR (4) PRICES (Option Term: Twelve (12) Months) A. Standard Services. The firm fixed price for Option Year Four (4) of the contract is:

Price per Month Quantity of Months Price per Year Euro B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of

Square Meters Total Temporary Additional

Services per Year Euro 500m2

C. TOTAL PRICE FOR OPTION YEAR FOUR (4)

1.3.6. OPTION TO EXTEND PRICES (Option Term: Six (6) Months)

A. Standard Services. The firm fixed price for Option to Extend of the contract is:

Price per Month Quantity of Months Price per 6 months Euro B. Temporary Additional Services. The unit price (firm-fixed-price) is:

Price per Square Meter Estimated Quantity of

Square Meters Total Temporary Additional Services per 6 months Euro

250m2

C. TOTAL PRICE FOR OPTION YEAR FOUR (4)

19CY6026Q0004 - Janitorial Services Page 6

1.3.7. GRAND TOTAL OF BASE AND ALL OPTION YEARS (EUROS)

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

Option to Extend (6 months) Total

GRAND TOTAL

19CY6026Q0004 - Janitorial Services Page 7

CONTINUATION TO SF-1449,

RFQ NUMBER 19CY6026Q0004

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE OF WORK

The purpose of this fixed price contract is to obtain janitorial services for real property owned or managed by the U.S. Government in Nicosia. 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 one-year options.

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 (30) 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 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 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.

19CY6026Q0004 - Janitorial Services Page 8

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.

1.2.5 Contractor employees shall attend bloodborne training provided by the U.S. Government Medical Unit. If any Contractor employee is not fluent in English or Greek, the Contractor shall provide a translator.

1.3 TYPE OF SERVICES

Standard 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 Clean appliances inside and out including vacuuming dust from around motor areas and ceiling vents. Check microwaves daily to ensure free from spills and food. Clean microwave interior with warm mildly soapy water. Remove all food residue and stains from interior glass, vents, and all surfaces. Clean water coolers. Wipe clean and disinfect the top of the water cooler/ dispensers. Empty the water tray below the small water taps, wipe clean and disinfect.

Clean the body of the water cooler for dust and other debris. Clean refrigerators. Wipe clean exterior surface of refrigerators to completely remove stains and food residue. Shredders:

Empty the shredder when 90% full. Take shredder waste to the designated recycle bin.

1.3.1.3 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.

1.3.1.4 Vacuum 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.

1.3.1.5 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 provide and refill paper towels, toilet paper, hand soap, hand sanitizers, and trash bags in all bathrooms and kitchenettes. The Contractor shall check

19CY6026Q0004 - Janitorial Services Page 9 those areas used by personnel visiting the chancery several times daily to ensure that the facilities are always clean and neat.

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

1.3.1.7 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 the trash area in a reasonably clean condition.

1.3.1.9 In the Ambassador's office area, clean glasses, cups and coffee services. Use water and soap, dry and polish for a presentable appearance. Clean the exterior balcony, sweep all floors and wipe all horizontal surfaces, including furniture covers with moist rag and soap. Clean the furniture as required. Wet mop the stone tiles.

1.3.1.10 Recycling. Gather all recyclable material (including going through and sorting material placed in garbage bags) and place them in the appropriate trash and recycling bins.

Reduce the size and volume of them as much as possible, while maintaining a safe condition to fit better into the recycle bins. Contractor shall contact COR as often as needed for guidance.

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 Shampooing (small area spot clean as needed) carpets.

1.3.2.5 Dusting windowsills and blinds.

1.3.2.7 Cleaning blinds 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. Emptying, cleaning and disinfecting the refrigerator and removing distasteful odors.

Cleaning the areas around and behind the refrigerators.

19CY6026Q0004 - Janitorial Services Page 10

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.

1.3.3.5 Cleaning the area around, inside, and behind the shredders.

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 Cleaning and sanitizing the trash holding area.

1.3.4.3 Exterior Trash Bins: The large trash bins and recycling bins shall be cleaned every three (3) months or as often as needed. As a minimum they will be power washed and then disinfected.

1.3.5 Semi-Annual Cleaning Requirements shall consist of:

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

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

1.3.5.3 Washing window blinds with damp cloth and disinfectant.

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.

19CY6026Q0004 - Janitorial Services Page 11

2.3 The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

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 services provided under the contract. Overtime may be necessary under Temporary Additional Services.

3.0 LOCATIONS FOR JANITORIAL SERVICES

All standard services are to be delivered on regular Embassy working days excluding the holidays as outlined in the tables below with regard to total yearly square meters

AREA DESCRIPTION

TOTAL

AREA

(sq. meters)

TOTAL

YEARLY

(sq. meters) A: Chancery 4th Floor 281 67,440

B: Chancery 3rd Floor 355 85,220

C: Chancery 2nd Floor 788 189,120

D: Chancery 1st/Ground Floor 1,127 270,480

E: Chancery Exterior Areas 519 120,528

F: Chancery Basement 384 92,160

G: North Office Building 311 44,784

H: Warehouse 30 1,560

I: West Office Building 533 76,752

TOTAL ALL AREAS 4,453 946,344

19CY6026Q0004 - Janitorial Services Page 12

Chancery 4th Floor

Chancery 3rd Floor

Chancery 2nd Floor

Chancery 1st Floor

Chancery Basement

Chancery Exterior

North Office

Warehouse West Office

Times 07:30- 08:30

08:30- 09:30

12:00- 13:00

16:00- 18:30

14:00- 15:00

15:00 - 16:00

MWF

11:00 - 13:00

Tuesdays 11:00 - 13:00

MWF

7:30 - 10:30

Sweeping or Dry Mopping

D D 2W D W D 3W W 3W

Wet Mopping 2W 2W W 2W W D W W W

General Cleaning D D W W D D W W W Appliances Cleaning

W W W W D W W W W

Vacuuming D W

Trash D D D D D D 3W W 3W

Recycling D D D D D D 3W W 2W

Restrooms D D D D D D 3W W 3W Window Cleaning

(internal) W W W W W M W W

Polishing D D D D M M

Window Blinds M M M M M M M Representational

Supplies D

Ambassador's Exterior Balcony

D

D Daily

2W Twice a Week

3W Three Times a Week

W Weekly

M Monthly

19CY6026Q0004 - Janitorial Services Page 13

Chancery 4th Floor Escort Area (m2) Weekly Freq.

Annual (m2)

Offices yes 151 5 36,240 Restrooms yes 31 5 7,440 Corridors yes 91 5 21,840 Kitchens yes 8 5 1,920

Total 281 67,440

Chancery 3rd floor Escort Area (m2) Weekly Freq.

Annual (m2)

Offices yes 171 5 41,040

Restrooms yes 20 5 4,800

Corridors yes 87 5 20,880

Conference yes 77 5 18,480

Total 355 85,200

Chancery 2nd Floor Escort Area (m2) Weekly Freq.

Annual (m2)

Offices no 659 5 158,160 Restrooms no 16 5 3,840

Corridors no 87 5 20,880

Conference no 26 5 6,240

Total 788 189,120

Chancery Ground Floor Escort Area (m2) Weekly Freq.

Annual (m2)

Offices no 459 5 110,160 Restrooms no 46 5 11,040 Corridors no 248 5 59,520

Conference no 12 5 2,880 Kitchens no 4 5 960

Lobby Main no 50 5 12,000

Visa Waiting no 58 5 13,920

Elevators no 15 5 3,600

Lobbies no 160 5 38,400

Cafeteria Sitting Area no 75 5 18,000 Total 1,127 270,480

Chancery Basement Escort Area (m2) Weekly Freq.

Annual (m2)

Corridor no 161 5 38,640

Gym no 70 5 16,800

Restroom no 8 5 1,920

Stairs no 145 5 34,800

19CY6026Q0004 - Janitorial Services Page 14

Total 384 92,160

Chancery Exterior Escort Area (m2) Weekly Freq.

Annual (m2)

Offices no 167 5 40,080 Janitorial no 10 5 2,400

Restrooms no 32 5 7,680 Gate North no 23 5 5,520

Ambassador's Detail no 37 5 7,200 Gate East no 90 5 21,600

Pool Restrooms no 42 3 6,048 Lunch Room FAC no 9 5 2,160 Lunch Room LGF no 54 5 12,960 Outdoor Lunch and

Smoking Area no 55 5 13,200

Total 519 120,528

Total Chancery Area 3,616 829,344

Certain offices on the ground floor and second floor at the Chancery require a tenant presence for cleaning to be allowed. These are:

Floor Name of Office Area (m2) Ground FSNI 16

Senior FSNI 30 2nd Floor Finance 65

Procurement 33 Management 47

HR 41

Information Technology 45

North Office Building Escort Area (m2)

Freq.

Annual (m2)

Balconies no 40 3 5,760 Corridors no 23 3 3,312 Kitchen no 25 3 3,600 Office no 66 3 9,504

Reception and lobby no 132 3 19,008 Restrooms no 11 3 1,584

Waiting/ interview room no 14 3 2,016

Total 311 44,784

Warehouse Escort Area (m2) Weekly Freq.

Annual (m2)

19CY6026Q0004 - Janitorial Services Page 15

Kitchen no 6 1 312 Office no 20 1 1,040

Restroom no 4 1 208

Total 30 1,560

West Office Building Escort Area (m2)

Freq.

Annual (m2)

Offices no 321 3 46,224 Janitorial no 4 3 576

Conference room no 50 3 7,200 Ex-Gym and restrooms no 20 3 2,880

Kitchen and seating area no 45 3 6,480 Restrooms no 30 3 4,320

Guard Entrance no 50 3 7,200

Guard Kitchen and seating no 13 3 1,872

Total 533 76,752

All Facilities Area (m2) Annual (m2)

Grand Total 4,328 946,344

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.

19CY6026Q0004 - Janitorial Services Page 16

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.

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 Within ten days (10 days) after award of the Contract, the Contractor shall provide a list of each employee who will be working under the Contract and a completed security application package for each individual.

The Contractor shall include a list of workers and supervisors assigned to this project, including any personnel who may not be assigned full time to the project but fill in for regularly scheduled workers who may be absent. The Government will run background checks on these individuals and the individuals will be required to sit for a security interview. If a proposed employee does not fluently speak Greek, Turkish or English, the Contractor shall

19CY6026Q0004 - Janitorial Services Page 17 provide a translator for the interview. It is anticipated that security checks will take several weeks to perform.

The US Government reserves the right to reject any individuals proposed by the Contractor, based on security or any other grounds.

For each individual, the contractor shall provide a completed security clearance application request form. The form is substantial, consisting of over forty questions including, but not limited to, biographical information, work history, education history, residence history, criminal history, travel history, financial status, information about close relatives, and personal references. It must be filled out in its entirety with no blank or incomplete forms.

In addition, each individual identified as working on the contract will need to provide, at a minimum, the following information

Recent passport-style photograph Current passport (ORIGINAL not a copy) Birth certificate (ORIGINAL not a copy) Marriage certificate (ORIGINAL not a copy), if applicable Divorce decree (ORIGINAL not a copy), if applicable TWO recent utility bills (or other documentation) to prove the current address in

Cyprus. These bills must be in the name of the individual or a close family member (spouse, parent, etc.).

If previously served in ANY Armed Forces in ANY country, discharge papers.

In addition, any individual proposed by the contractor who is not a Cypriot citizen must provide:

Alien number (“A number”) Original proof of legal right to residence in Cyprus (e.g., residency permit) Original proof of legal right to work in Cyprus (e.g., work permit) Local police check/criminal records certificate(s) from country of origin, translated into

English. Note that police checks issued by the home country’s Embassy are not sufficient. The documents must be from the local police jurisdiction of the city/town/municipality of origin.

The US Government may also require these documents for naturalized Cypriot citizens at its discretion.

The contractor may propose third-country nationals (non-Cypriot citizens) to work on this contract but should be aware that their security clearances make take significantly longer to accomplish.

The Government will not issue a Notice to Proceed until a sufficient number of personnel have passed their security investigations.

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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, toilet soap and dishwasher soap, toilet paper towels, kitchenette paper towels, garbage bags etc. to perform the work identified in this contract. Material Safety Data Sheets (MSDS) shall be provided for all cleaning agents to be used for advanced approval by the COR.

The list below is indicative of the quantities required for estimation purposes.

Description 12 Months Estimate

Hand Wash Soap Liquid 5 Liter 47

Air Freshener Spray 240ml 185

Disinfectant Spray 400ml 431

Dish Washing Liquid 750ml 190

Paper Towels (pack) 167 per pack 361

Plastic Bags (large) 75 x 80 (rolls) 20 bags per roll 221

Plastic Bags (small) 54 x 72 (rolls) 25 bags per roll 1,601

Plastic Bags A5 (roll) 100 bags per roll 50

Plastic Bags Recycling 85 x 110 (rolls) 20 bags per roll 420

Plastic Bags Shredder 140 x 117 (pack) 100 bags per pack 200

Toilet Rolls, Large (pack) 8 per pack 160

Toilet Rolls, Small, (pack) (48 per pack) 14

Wet Antibacterial Hankies (pack) 278

Clothes Detergent 3 Liter 78

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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 is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following 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 and Property Damage stated in Euros:

Per Occurrence Euros 60,000 Cumulative Euros 160,000

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.

19CY6026Q0004 - Janitorial Services Page 20

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 five (5) 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.

19CY6026Q0004 - Janitorial Services Page 21

10. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity 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 and

completed security questionnaires for each individual 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

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 two

(2) customer complaint is received per month.

19CY6026Q0004 - Janitorial Services Page 22

The Contractor shall meet the Key Performance Indicators (KPIs) identified below. These KPIs reflect the US Embassy’s performance expectations for cleanliness, responsiveness, and operational continuity. Failure to meet the KPIs may result in deductions from the monthly invoice, issuance of a cure notice, show cause letter, or termination for default, per the Inspection of Services clause.

KPI Target/Threshold Measurement

Method Consequence of Failure

Cleaning frequency compliance

100% of areas cleaned per schedule (

COR spot checks + weekly reports

10% deduction from monthly invoice

COR/customer complaints

No more than 2 valid complaints per month

COR complaint log Written warning; 3 warnings = 5% invoice deduction

Restroom stockouts (soap/paper/etc.)

Zero occurrences Random checks;

occupant feedback

2% invoice deduction per occurrence

Minimum staff presence (if retained)

Contractor plan maintains coverage per staffing plan

COR daily check-in 5% deduction per missing person if performance impacted

Cleared replacement coverage

100% of absences filled within 24 hours

COR notification log

2% deduction per unfilled day

Deep cleaning & external windows

Completed 100% per quarterly plan

Contractor report + COR validation

Missed cycle = 10% of month’s fee withheld

Submission of deliverables

All reports/schedules on time (weekly/monthly)

COR checklist Withhold payment until received

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 two

(2) customer complaints 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.

19CY6026Q0004 - Janitorial Services Page 23

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. 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.

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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:

Each building will contain storage space for cleaning materials and equipment.

Chancery Building Safety floor signs (7) Vacuum cleaner (3) Washer (1) Dryer (1)

North Office Building Safety floor signs (3) Vacuum cleaner (1)

Warehouse Facility – Engomi Industrial Area Safety floor signs (1)

West Office Building Safety floor signs (4) Vacuum cleaner (1)

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SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (NOV

2023) IS INCORPORATED BY REFERENCE. (SEE SF-1449, BLOCK 27A)

None

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Products and Commercial Services (JAN 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

_X_ (4) 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) ( 41 U.S.C. 4712);

this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

_X_ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (6) [Reserved].

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_X_ (7) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

_X_ (9) 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328).

__ (10) 52.204-28, Federal Acquisition Supply Chain Security Act Orders—Federal Supply Schedules, Governmentwide Acquisition Contracts, and Multi-Agency Contracts. (Dec 2023) ( Pub. L. 115–390, title II).

_X_ (11)

(i) 52.204-30, Federal Acquisition Supply Chain Security Act Orders—Prohibition. (Dec 2023) ( Pub. L. 115–390, title II).

__ (ii) Alternate I (Dec 2023) of 52.204-30.

_X_ (12) 52.209-6, Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded.

(Jan 2025) ( 31 U.S.C. 6101 note).

_X_ (13) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) ( 41 U.S.C. 2313).

__ (14) [Reserved].

__ (15) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Oct 2022) ( 15 U.S.C. 657a).

__ (16) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (17) [Reserved] __ (18)

(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) (15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-6.

__ (19)

(i) 52.219-7, Notice of Partial Small Business Set-Aside (Nov 2020) (15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-7.

__ (20) 52.219-8, Utilization of Small Business Concerns (Jan 2025)( 15 U.S.C. 637(d)(2) and (3)).

__ (21)

(i) 52.219-9, Small Business Subcontracting Plan (Jan 2025) ( 15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Nov 2016) of 52.219-9.

__ (iii) Alternate II (Nov 2016) of 52.219-9.

__ (iv) Alternate III (Jun 2020) of 52.219-9.

__ (v) Alternate IV (Jan 2025) of 52.219-9.

__ (22)

(i) 52.219-13, Notice of Set-Aside of Orders (Mar 2020) (15 U.S.C. 644(r)).

__ (ii) Alternate I (Mar 2020) of 52.219-13.

__ (23) 52.219-14, Limitations on Subcontracting (Oct 2022) (15 U.S.C. 657s).

__ (24) 52.219-16, Liquidated Damages—Subcontracting Plan (Sep 2021) (15 U.S.C.