19GE5025R0006_A0002 (FE).pdf

SOLICITATION

DOCUMENT

Chancery window cleaning services U.S. Embassy London, United

Kingdom

Solicitation No. 19GE50-25-R-0006 Amendment 0002

U.S. Consulate General Regional Procurement Support Office Giessener Strasse 30 60435 Frankfurt am Main, Germany

SBU - CONTRACTING AND ACQUISITIONS

19GE5025R0006

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

02/03/2025

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

FRANKCODE

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT

GERMANY

Andra Balta

NAME

TEL.

BaltaA@state.gov

EMAIL

6. ISSUED BY OPEAQMCODE

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19GE5025R0006

CONTACT: UEI:

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

12/17/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning __1__copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of amendment 0002 is to:

A) extend the deadline for offers to February 14, 2025, 16:00 CET;

B) provide answers to questions received, numbers 1 thorough 10;

C) update Section C, Paragraph 2.19 "Certifications and insurance cover of the maintenance organization" to clarify the minimum amount of Public Liability Insurance required under this project, which is £10,000,000.00 per incident. All changes are marked in red;

D) update Section L, provision 52.212-1 "Addendum - Instructions to Offerors", subpoint 3) Past Performance. All changes are marked in red.

All other terms and conditions remain unchanged.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Mikel L. Alderman

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

02/03/2025

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

CGFS // CGFS

x

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs

1. SERVICES AND PRICES

1.5 VALUE ADDED TAX

1.6. DEFENSE BASE ACT INSURANCE (DBA)

C Descriptions/Specifications/Statement of Work

2. PERFORMANCE WORK STATEMENT

G Contract Administration Data 652.222-800 Recruitment of Third Country Nationals for Performance on Department of State Contracts

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

I Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.203-12 Limitation On Payments to Influence Certain Federal Transactions (Jun 2020) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023) 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (Nov 2024) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.228-3 Workers' Compensation Insurance (Defense Base Act) (July 2014) 52.228-4 Workers' Compensation and War-Hazard Insurance Overseas (Apr 1984) 52.228-5 Insurance-Work on a Government Installation (Jan 1997) 52.229-12 Tax on Certain Foreign Procurements (Feb 2021) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984) 652.225-71 SECTION 8(a) OF THE EXPORT ADMINISTRATION ACT OF 1979, AS AMENDED

(AUG 1999)

652.232-70 Payment Schedule and Invoice Submission (Fixed-Price)(Aug 1999)

652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE (FEB

2015)

652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

K Representations, Certifications, and Other Statements of Offerors or Respondents 52.204-29 Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures (Dec 2023) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.209-7 Information Regarding Responsibility Matters (Oct 2018) 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (May 2024)

52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS - NOTICE AND REPRESENTATION

(JUN 2020)

652.225-70 ARAB LEAGUE BOYCOTT OF ISRAEL (AUG 1999)

K.1 CONTRACTOR RECRUITMENT OF THIRD COUNTRY NATIONALS (TCNs)

L Instructions, Conditions, and Notices to Offerors and Respondents 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.204-7 System for Award Management (Nov 2024) 52.204-22 Alternative Line Item Proposal (Jan 2017) 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023) 52.212-1 Addendum Instructions to Offerors 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan (Oct 2020) 52.237-1 Site Visit (Apr 1984)

652.206-70 ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015)

M Evaluation Factors for Award 52.217-5 Evaluation of Options (July 1990)

52.212-2 EVALUATION - COMMERCIAL ITEMS

52.225-17 Evaluation of Foreign Currency Offers (Feb 2000)

Line Item Summary

Solicitation Number:

19GE5025R0006

Contract Number: Title: U.S. Chancery London - window cleaning services

Date of Solicitation:

02/03/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR

Cleaning visits, to include all services stated in the Statement of Work Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

2.00 0.00 2.00

EA

002 BASE YEAR

DBA insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

003 BASE YEAR

Value Added Tax (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

101 FIRST OPTION YEAR

Cleaning visits, to include all services stated in the Statement of Work Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

2.00 0.00 2.00

EA

102 FIRST OPTION YEAR

DBA insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

103 FIRST OPTION YEAR

Value Added Tax (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

201 SECOND OPTION YEAR

Cleaning visits, to include all services stated in the Statement of Work Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

2.00 0.00 2.00

EA

202 SECOND OPTION YEAR

DBA insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

203 SECOND OPTION YEAR

Value Added Tax (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

301 THIRD OPTION YEAR

2.00 EA

Line Item Summary

Solicitation Number:

19GE5025R0006

Contract Number: Title: U.S. Chancery London - window cleaning services

Date of Solicitation:

02/03/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

Cleaning visits, to include all services stated in the Statement of Work Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 2.00

302 THIRD OPTION YEAR

DBA insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

303 THIRD OPTION YEAR

Value Added Tax (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

401 FOURTH OPTION YEAR

Cleaning visits, to include all services stated in the Statement of Work Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

2.00 0.00 2.00

EA

402 FOURTH OPTION YEAR

DBA insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

403 FOURTH OPTION YEAR

Value Added Tax (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

EA

B.01 - JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE:

UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO

AN EXCISE TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

1. - SERVICES AND PRICES

1.1 SERVICES

The contractor shall perform window cleaning services at the United States Embassy London, United Kingdom, located at 33 Nine Elms Lane London

SW11 7US

United Kingdom

The price listed below shall include all labor, insurance (see FAR 52.228-3 and 52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price for standard services that have been satisfactorily performed.

1.2. TYPE OF CONTRACT

This is a firm, fixed-price, commercial services type contract payable entirely in the currency indicated by the Contractor in Sub- Section 1.4.

1.3 PERIOD OF PERFORMANCE

The performance period of this contract is from the start date listed on the contract and continuing for 12 months, with four (4) one-year options to renew.

1.4 CONTRACT PRICE

The prices expressed in this contract are fixed and shall not be adjusted on account of any escalation in the cost of materials, equipment or labor. The prices provided shall include all direct and indirect costs, insurance, overhead, general and administrative expense, and profit.

Price Schedule

The Contractor shall provide the services for the base year period of the contract and any option years exercised by the Government, at the pricing shown in the price table below:

BASE YEAR TOTAL

FIRST OPTION YEAR TOTAL

SECOND OPTION YEAR TOTAL

THIRD OPTION YEAR TOTAL

FOURTH OPTION YEAR TOTAL

GRAND TOTAL (BASE + OPTION YEARS)

CURRENCY: The prices are stated in _________________________(please insert the currency of the offer).

The offeror shall clearly identify and state the currency for all costs in their price proposal. After award, the Contractor shall invoice in and payment will be made according to the currency identified in the offerror's proposal, unless otherwise specified by the Contracting Officer.

1.5 - VALUE ADDED TAX

Value Added Tax (VAT) - if applicable, the contractor shall be responsible for paying to the appropriate authority the applicable rate of Value Added Tax (VAT). Offerors shall identify the VAT as a separate line item. The VAT shall also be a separate cost item on all invoices submitted agains the resulting contract. The contractor will be reimbursed for VAT only up to the amount listed in the contract and upon presentation of proof that VAT has been paid to the host country government. If the contractor receives a VAT refund from the host government, he shall re-pay the refund amount to the US Government.

1.6. - DEFENSE BASE ACT INSURANCE (DBA)

1.6. 1 DBA insurance is required for all United States citizens or residents and individuals hired in the United States, regardless of citizenship for any construction and services for U. S. overseas contracts over US $10,000.00. DBA insurance is also required for all Host Country Nationals (HCNs) and Third Country Nationals (TCNs) working overseas unless waved by the Department of Labor (DOL). Only the countries listed currently on the DOL’s Active DBA Waivers are not required to have DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs). See website for country waivers:

https://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm

1.6. 2. The waiver is only valid if alternative worker’s compensation benefits are provided to the waived employees pursuant to applicable local law. If there are no local worker’s compensation laws, the waiver has no effect and HCN and TCN (if applicable by local law) working under a U. S. contract shall be included and covered under the DBA.

1.6. 3. The DBA insurance may be obtained from any authorized DBA insurance broker, see FAR52.228-3 WORKER’S COMPENSATION INSURANCE (DEFENSE BASE ACT) (APR1984). New DBA insurances policies can be purchased directly from any DOL approved insurance carrier. A list of DOL approved carriers may be found athttp://www.dol.gov/owcp/dlhwc/ lscarrier.htm.

1.6. 4. The Contractor will be reimbursed for DBA only to the extent the contractor provides documentary proof that DBA has been paid and only to the extent quoted in the Pricing Schedule.

1.6.5. DBA insurance cost will be evaluated as part of the total evaluated fixed price and included in the fixed price of the contract.

Where DBA is applicable, the Contractor will be required to provide evidence of insurance (certification of coverage and a paid invoice) within 15 calendar days from the date of award.

1.6.6. Due to the fact that the United Kingdom is on the DOL’s active waiver list, DBA insurance is not required for Host Country Nationals (HCNs) and Third Country Nationals (TCNs) personnel performing under this contract through the period of April 7, 2027.

DBA may become necessary after this period in case the waiver will not be extended beyond April 7, 2027.

Section C - Descriptions/Specifications/Statement of Work

2. - PERFORMANCE WORK STATEMENT

2.1. General Information

2.1.1 The contractor shall schedule two (2) visits per annuum, at a six (6) month interval, to complete the works as detailed within this performance work statement.

2.1.2 All exterior cleaning shall be completed in a safe manner by highly skilled rope access operates.

2.2. Scope description

2.2.1 The successful contractor shall complete the cleaning of the building external façade, comprising of but not limited to; glazing/ windows, at the New London Embassy (NLE).

2.2.2 The cleaning will consist of the complete exterior cleaning from ground level to 11th level.

The interior glazing and structure from ground floor level up to ceiling height shall also be included. It shall include the internal two

(2) story height areas and the cleaning of external glazing and structure to the six (6) open garden areas.

The contractor shall also clean the external and internal glazing and structures to the three (3) Compound Access Control (CAC) buildings.

2.3. Security requirements

2.3.1 The US Department of State operates strict security procedures for entry into its properties. All the personnel likely to be involved on site at any time during the maintenance period shall complete a security questionnaire. This form shall be completed and submitted to the Embassy immediately after award along with a photocopy of the employee’s current passport.

2.3.2 The right is reserved to refuse entry to the building at any time. Any decision on this matter shall be final and conclusive and at no additional cost to the US Department of State.

2.3.3 When necessary, contractor employees shall be escorted by security personnel during the performance of their work.

2.3.4 When escorted, a maximum number of 4 contractor employees are allowed per escort. If the contractor estimates that more than 4 employees are required or if the work needs to done simultaneously in separate areas of the building, this needs to be notified to the Embassy at least 7 days in advance, so adequate escort resources can be mobilized.

2.3.5 The US Department of State reserves the right to require additional information in certain cases.

2.3.6 The contractor’s employees must work only within areas relevant to the equipment they are responsible to maintain. No contractor’s personnel shall wander outside these areas without prior approval.

2.4. Commencement of the Maintenance contract

2.4.1 No work shall start or equipment and materials be ordered until the contractor has received a the signed contract, stating the start date and the end date of the contract.

2.4.2 Immediately after the contract has been issued, the contractor shall start the mobilization period arrangements without further delay. This shall include but not be limited to the submittal of the personnel security forms, the site specific health and safety documentation, an up to date schedule and any other arrangements to ensure the performance period starts on the date requested within this document.

2.4.3 The Contractor shall designate a representative person who shall supervise the Contractor's employees and be the Contractor's liaison with the U.S. Embassy. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall have access to the relevant plant rooms, either with or without security escorts, only with specific permission by either the Facility Manager or the COR.

2.5. Contractor’s personnel certifications

2.5.1 It is the contractor’s responsibility to ensure that their employees are competently qualified, trained and certified to work on all specialist equipment and machinery named within this document and attachments.

2.5.2 The contractor shall proceed to provide proof of competency of all his operatives, including but not limited to, qualifications, certifications, training and experience on similar plant in other locations.

2.5.3 The certification shall be specific to the maintenance and repair of the relevant equipment. This shall include a list of technicians who will visit Post to service the equipment.

2.6. Access and parking

2.6.1 The contractor is responsible to provide the COR with operatives’ names, vehicle registration plate number, make and colour, and any other details relevant to the maintenance visit (i.e. deliveries expected) with at least 24 hours in advance.

2.6.2 The contractor is advised that a maximum of one parking space is available. However, the Embassy may not be able to provide parking in certain occasions.

2.7. Working hours

2.7.1 Unless prior arrangement the works shall be undertaken on weekdays (Monday to Friday) and during working hours (8:00 a.m.

to 5:00 p.m.)

2.7.2 No work shall be undertaken on local and American holidays unless prior agreement and at no addition costs to the US Department of State.

2.8 Health and safety, welfare and environmental procedures

2.8.1 The maintenance contractor shall provide the COR with all site specific Risk Assessments and Method Statements (RAMS) prior to commencement of works.

2.8.2 After surveying the facilities and the relevant equipment, the contractor shall inform the US Government of any health and safety concerns or special requirements so their work can be carried out safely. This information will have to be included on the contractor’s cost proposal.

2.8.3 It is the contractors responsibility to ensure that all their employees are equipped with certified safety equipment (PPE) to complete the tasks as requested within this document and provided attachments, and in accordance with the contractors method statements and health and safety plan.

2.8.4 The COR shall inform the contractor of the Embassy Health and Safety procedures to include but not be limited to egress routes, exits and assembly point in the event of an emergency.

2.8.5 Restrooms and welfare facilities are available for the use of the contractor at the US Embassy.

2.8.6 The contractor shall be responsible for the safe and environmentally friendly disposal of all redundant materials, parts and consumables. Safe disposal records copies shall be provided to the Embassy after each visit.

2.8.7 All work shall comply with the local Health and Safety regulations in the UK. The link to the website is www.hse.gov.uk

2.9. Standards of conduct in the premises

2.9.1 The contractor employees shall maintain satisfactory standards of competency, conduct and cleanliness when working within the US Embassy boundaries. These standards are especially strict when working within office environments or when working in or accessing adjacent areas.

2.9.2 The Government reserves the right to ask the contractor employee to leave the premises when the above is not complied with or the employee is deemed disruptive. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

2.9.3 The Contractor's employees shall wear clean, tidy and complete uniforms with clear means of identification when on duty.

2.9.4 The contractor employees must not smoke outside the designated areas, play music in any part of the premises or use abusive or loud language at any time within the US Embassy boundaries.

2.10. Key control

2.10.1 The Contractor shall not depart Embassy ground whilst in possession of any keys. All keys shall be controlled and given back to the COR prior to leaving the premises. However if the contractor or their employees depart the building without giving keys back to COR, the contractor may be responsible for the costs of as a minimum: gaining entry through locked doors or gates, repairs, replacing locks and providing additional keys.

2.11. Storage of materials and contractor’s tools and equipment

2.11.1 If the service visit is planned to take more than one day, the contractor personnel shall store relevant materials, tools and equipment in a lockable site box to be provided by the contractor which shall be removed at the end of the service.

2.11.2 No contractor’s property and materials shall be left in the Embassy premises after the maintenance visit, unless prior writing agreement with the COR.

2.12. Repairs, modifications and parts outside the scheduled maintenance

2.12.1 This section refers to repairs, modifications and parts required outside the scheduled maintenance plan.

2.12.2 The contractor shall supply the Embassy with a formal quotation for approval before this work can be carried out.

2.12.3 Only those works specified in writing in the official scope of works issued with the contract are to be undertaken by the Contractor. Any changes or deviation to the scope of works will be made in writing via an official modification to the original contract. Should the Contractor undertake any works not specified on the official scope of works or subsequent official modification to the scope of works, the US Government will not be liable to make payment for the additional work, all additional works will be at the Contractor’s own expense.

2.12.4 If during the course of the execution of the works the Contractor deems additional works, outside the original scope of works are required, they should inform the Contracting Officer or Contracting Officer’s Representative (COR) in writing, giving full details of the additional works, the reasons why they are deemed necessary and a full breakdown of any additional costs which would be incurred in undertaking the works. The Contractor should not commence any proposed works until such time as confirmation is received by the Contractor in the form of an official written modification. The Contractor will be financially liable for any works outside the scope of works undertaken by the Contractor in the absence of an official modification.

2.13.Schedule documentation required

2.13.1 A schedule that defines the exact dates the maintenance service will occur, and the duration of time required. Also, a list of tools, equipment and materials being brought on site is required.

2.13.2 This shall be presented in the form of a Gantt chart (both MS Project and Excel are acceptable) and shall have the days horizontally and the check list required from the manufacturer vertically.

2.13.3 There are rare occurrences when the facility is not able to accept the contractor on the proposed date. During these periods, the Contractor is required to arrange a new, agreed upon date to complete monthly maintenance.

2.14. Check lists

2.14.1The contractor shall develop and submit an equipment/system specific maintenance checklist that will be filled out during each visit. This checklist will relate to the specific maintenance requirements and schedules for equipment or system specified within this document and its attachments.

2.15.Trip report

2.15.1 The contractor shall develop and provide a trip report to include but not be limited to: date and time, engineer/employees names, details of equipment or system serviced or repaired, description of the service or repair, parts replaced (include model number and serial number of both the old and the new one) and details of any remedial works. The COR shall be advised immediately if further action is required.

2.15.2 The trip report shall be signed by the contractor’s employee or engineer prior to leaving the premises and a copy given to the

COR.

2.15.3 The contractor shall follow up with a typed electronic copy emailed to the COR no more than five (5) working days following the visit.

2.16.Specific requirements

2.16.1 General

• All materials, access equipment and plant needed to execute the contract, including PPE, to be provided solely by the contractor.

• A site supervisor to be in attendance throughout the execution of the work.

• Daily inspections of work in progress to be carried out by Facility Management supervisor in tandem with contract supervisor to ensure acceptable standards are met.

• At the end of each working day all equipment and materials are to be safely stowed away and stored either on or off site.

On site storage will be by agreement with Facility Management. All adjoining areas will be left in a clean safe state.

• The contractor shall provide and ensure all warning signs and barriers to work areas are cordoned off, notifying the building users and visitor of persons working above.

• Out of Working/normal Hours – The contractor shall include the cleaning of all glass surfaces and structures that form glass canopies, overhanging entrances to the main Embassy building and all CAC’s within and on the compound. These tasks shall be scheduled and performed out of hours.

2.16.2 General Cleaning

• The areas and surfaces to be cleaned are; all exterior glazing, in its entirety, including the interior glazing/structure at ground floor level (ground to ceiling height).

• Exterior glazing cleaning shall be completed by competent rope access/abseiling personnel ONLY and copies of their training and certification will be included within the risk assessments and method statements (RAMS).

• Contractor shall provide all necessary access rope equipment, PPE and personnel to complete the tasks. The contractor will be not be authorized to use any government furnish equipment.

• Clean glass externally and internally to double height glazed areas.

• Located on the ground floor level, exists a glass bridge and staircase, the contractor shall clean all glass surfaces to the said bridge and staircase.

• The contractor shall also include the exterior and interior cleaning of the three (3) CAC’s buildings.

• Contractor shall clean all entrance glass canopies to main building and CAC’s, including CAC’s glass roof and structure.

• Contractor shall clean the Top Side of the Solar Panels on the Roof of the three (3) Compound Access Control (CAC) buildings.

• All surfaces shall be professionally cleaned with ionized water, to ensure the surfaces are free from smears, debris and alien bodies.

2.17. Areas of Surfaces To be Cleaned (Approximate)

• Chancery glass outer envelope four (4) elevations = 15,100 m²

• Chancery ground floor internal = 1,900 m²

• Gardens & canteen internal = 364 m²

• Gardens external = 260 m²

• Glass bridge MPR = 288.5 m²

• Main Entrance Canopy = 138.5 m²

• SCAC Exterior = 89 m²

• SCAC Interior = 40 m²

• SCAC Canopy = 8 m²

• MCAC Exterior = 340 m²

• MCAC Interior = 290 m²

• MCAC Canopies = 33 m²

• CCAC Exterior = 500 m²

• CCAC Interior = 400 m²

• CCAC Canopies = 49 m²

• Glass Stair Case inc Handrail = 239 m²

• Consular & Visa Public Areas = 454 m²

• SCAC Solar Panels = 490 m²

• MCAC Solar Panels = 110 m²

• CCAC Solar Panels = 140 m²

2.18. Scheduled Visits

• March and September of each contract year

2.19. Certifications and insurance cover of the maintenance organization

2.19.1 Personal Injury, Property Loss or Damage (Liability - minimum £10,000,000.00 per incident):

The Contractor assumes ablolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this Contract.

2.19.2 The Contractor's assuption of absolute liability is independent of any insurance policies.

The Contractor, at it's own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary.

2.19.3 Worker's Compensation Insurance:

The Contractor agrees to provide all employees with worker's compensation benefits as reqired under local laws (see FAR 52.228-3 - Workers' Compensation Insurance (Defense Base Act) - if applicable).

2.20. Definitions and acronyms used

Contractor. Name used to refer to the organization with whom the US Government wish to enter into a contract. Other equivalent names for this are “maintenance organization”, “service provider” and “vendor”.

US DOS. Department of State of the United States of America.

CAC. Compound Access Control.

OBO. Bureau of Overseas Buildings Operations. This is the department that directs the worldwide overseas building program for the Department of State.

CO. Contracting officer. A person in the US DOS with the authority to enter into, administer and/or terminate contracts and make related determinations and findings.

COR. Contracting officer representative. A person in the US DOS who is responsible for the technical direction and evaluation of the contractor performance.

CDM. Construction Design and Management regulations. UK Construction (Design and Management) regulations intended to improve the overall management and coordination of health and safety and welfare throughout all stages of a construction project.

2.21.Quality Assurance And Surveillance Plan (QASP)

2.21.1 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.

2.21.2 Failure to comply with the performance thresholds indicated below will be grounds for terminating this contract. The Contracting Officer may, at his or her option, require the Contractor to take corrective action prior to determining that the contract will be terminated.

Performance Objective PWS Paragraph Performance Threshold Services Performs all maintenance services set forth in the performance work statement (PWS)

Paragraph 2.1.

thru Paragraph 2.20

All required services are performed and no more than one (1) customer complaint is received per month and no more than (4) customer complaints a year.

2.21.3 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.

2.21.4 Standard. The performance standard is that all performance thresholds listed are met. The COR shall notify the Contracting Officer in the event that the contractor does not meet the stated threshold. The Contracting Officer may take appropriate action, as set forth in clause 52.212-4 Contract Terms and Conditions - Commercial Items, in the event that the contractor fails to meet the performance standards.

2.21.5 Procedures

The COR will document all instances whereby, in the opinion of the COR, the contractor has failed to meet a performance threshold.

The COR will inform the Contractor and give the Contractor additional time to correct the performance issue, if additional time is available. The COR shall determine how much time is reasonable.

The COR shall, as a minimum, notify the Contractor of all performance complaints.

If the Contractor disagrees with the complaint and challenges the complaint's validity, the Contractor will notify the COR. The COR will review the matter, particularly as it relates to any new information offered in the contractor’s rebuttal.

The contractor shall write a Corrective Action Plan (CAP) for any substantiated performance issues and submit it to the CO and the COR within five (5) days that the Contractor was formally notified of the performance issue. The CAP shall clearly describe who will be responsible for correcting the issue and how it will be corrected. The CO and COR have two (2) days to review the submitted CAP. In the event that the Government requires changes to the CAP, the contractor shall have two (2) days to complete the required adjustments to the plan.

Repeated performance threshold issues shall not be tolerated, and the Government can find the Contractor in default for repeated performance issues.

2.22. Key Personnel / Qualifications and Capabilities

2.22.1. Key personnel under this contract are:

On-Site Supervisor and Project Manager The contractor shall provide a project manager and an on-site supervisor who shall be responsible for the administration, supervision, and coordination of the contractor’s Government operations.

Section G - Contract Administration Data

652.222-800 - Recruitment of Third Country Nationals for Performance on Department of State Contracts

RECRUITMENT OF THIRD COUNTRY NATIONALS FOR

PERFORMANCE ON DEPARTMENT OF STATE CONTRACTS (MAY 2023)

1. Where contracts exceeding the Simplified Acquisition Threshold will require the recruitment of Third Country Nationals (TCNs), the offeror is required to submit a Recruitment Plan as part of its proposal. Offerors providing employer furnished housing are required to submit a Housing Plan. All plans are assessed on a pass/fail basis.

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 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.

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

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

g. Contractor will advise the Contracting Officer of any changes to the Recruitment Plan during performance.

3. The offeror will submit a Housing Plan if it 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, a minimum of 70 square feet per employee must be allocated if an employee is housed individually; if housed together, a minimum of 50 square feet per employee must be allocated unless waived by the Contracting Officer. 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 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) Hotline, StateOIG.gov/Hotline at 202-647-3320 or 1-800-409-9926 or via email at WPEAombuds@stateoig.gov.

e. 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.

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 FAR Clause 52.222-50 Combating Trafficking in Persons in all subcontracts over the simplified acquisition threshold involving recruitment of third country nationals for subcontractor performance.

5. For contracts or subcontracts with performance overseas valued at $550,000 or more, other than those commercially available off-the-shelf items, 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 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 FAR compliance plan, a sample code of conduct, a supplier/subcontractor self-assessment questionnaire, and criteria to select and monitor labor recruiters among other tools on the Responsible Sourcing Tool website. The Responsible Sourcing Tool is designed to assist Federal contractors, procurement officials, and other stakeholders in identifying human trafficking or trafficking-related activities in their supply chains and developing effective management systems to prevent and address these issues. Beyond the due diligence tools, the site enables federal contractors, acquisition officials, and other entities to visualize human trafficking risks by location, industry sector, and commodity.

(End of clause)

652.242-70 - CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer's Representative (COR).

Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR is to be named after contract award.

(End of clause)

Section I - Contract Clauses

52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/ these address(es):

https://acquisition.gov

(End of clause) Clause Title Fill-ins

52.203-12 Limitation On Payments to Influence Certain Federal Transactions (Jun 2020)

52.204-13 System for Award Management Maintenance (Oct 2018)

52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

52.204-9 - Personal Identity Verification of Contractor Personnel (Jan 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee's employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor's employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

(End of clause)

52.212-4 - Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights--

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include--

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill…