19GE5025R0079-P0001-signed.pdf

Document Number: 19GE5025R0079 PROCESSED Page 1 of 20

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NUMBER

3. EFFECTIVE DATE

06/25/2025

4. REQUISITION/PURCHASE REQ. NUMBER 5. PROJECT NUMBER (If applicable)

FRANKCODE

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT

DE

Guido Arnold

NAME

TEL.

arnoldg@state.gov

EMAIL

6. ISSUED BY OPEAQMCODE

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

DE

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NUMBER

19GE5025R0079

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

06/25/2025

10A. MODIFICATION OF CONTRACT/ORDER

NUMBER

10B. DATED (SEE ITEM 11)

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 electronic communication 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 your desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication 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 NUMBER 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 NUMBER 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 this amendment is to:

1. Add a second appointment for a site visit on July 15, 2025 at 10:30h CEST and extend the deadline for questions to July 18, 2025 (see page 18);

2. Correct the total square meter amount to 23,517sqm on page 11, paragraph C.4.1 Locations for Janitorial Services - Office Buildings;

3. Correct due date initially listed on Standard Form 1449 to correspond with actual due date in solicitation document and SAM.gov, which is 07/28/2025.

4. Correct line item description on CLINs 001 to 005 to read "Janitorial Services".

All changes to the solicitation are listed in red.

CLOSING DATE/TIME:

07/28/2025 - 12:00 Europe/Amsterdam

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)

Travis Keon

(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

07/09/2025

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV.

11/2016) Prescribed by GSA FAR (48 CFR) 53.243

CGFS // CGFS

Document Number: 19GE5025R0079 PROCESSED Page 2 of 20

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs C Descriptions/Specifications/Statement of Work

C Statement of Work L Instructions, Conditions, and Notices to Offerors and Respondents

Document Number: 19GE5025R0079 PROCESSED Page 3 of 20

Section B - Supplies or Services and Prices/Costs

Line Item Summary

Solicitation Number:

19GE5025R0079

Contract Number: Title:

Post Brussels - Janitorial Services

Date of Solicitation:

07/09/2025

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

Original: 1.0

Change: 0.0

Current: 1.0

EA Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Period of Performance: 08/01/2025 - 07/31/2026

Description: Base Year

Janitorial services for the base year period as detailed in Attachment 7 - Price Proposal

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

Original: 1.0

Change: 0.0

Current: 1.0

EA Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Description: First Option Year

Janitorial services for the first option year period as detailed in Attachment 7 - Price Proposal

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

Original: 1.0

Change: 0.0

Current: 1.0

EA Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Description: Second Option Year

Janitorial services for the second option year period as detailed in Attachment 7 - Price Proposal

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

Original: 1.0

Change: 0.0

Current: 1.0

EA Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Description: Third Option Year

Janitorial services for the third option year period as detailed in Attachment 7 - Price Proposal

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

Original: 1.0

Change: 0.0

Current: 1.0

EA Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Description: Fourth Option Year

Janitorial services for the second fourth option year period as detailed in Attachment 7 - Price Proposal

ArnoldG Highlight

ArnoldG Highlight

ArnoldG Highlight

ArnoldG Highlight

ArnoldG Highlight

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CLIN Funding: Cost:

Base Totals: Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Exercised Options Totals: Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Unexercised Options Totals: Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Base and Options Totals: Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Original: EUR0.00

Change: EUR0.00

Current: EUR0.00

Section C - Descriptions/Specifications/Statement of Work

C - Statement of Work

C.1 Introduction

The purpose of this fixed price contract is to obtain janitorial and sanitation services for real property owned or managed by the U.S.

Embassy in Brussels, Belgium. The Contractor shall perform janitorial services in all designated spaces including, but not limited to hallways, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevator cabins, stairways, and parking areas.

The Contractor shall provide for scheduled maintenance/replacement of a limited number of urinal disinfection products and air fresheners throughout the premises of real property owned or managed by the U.S. Embassy Brussels, Belgium in Brussels, Belgium.

The performance period of this contract is from the start date in the Notice to Proceed and continues for 12 months, with four (4), one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

This contract includes the periodic scheduled maintenance of toilet disinfecting products, sanitary bins and air fresheners in US Embassy Brussels, Belgium office buildings, as shown in Attachment 1. As of the date of this contract there are a total of 174 devices included for maintenance. Replacement of damaged devices and provides for an increase or decrease of devices at any time during the base year or any of the contract option years at no cost the US Embassy. Shredder machines and bins are restricted from the ‘damage and replacement’ clauses.

The contractor shall furnish all replenishment materials for the devices listed in of Tork Universal Hand towel interfold 2-ply recycled paper towels, Tork Premium Soap Liquid Mild and Toilet Neutral12325 2-ply toilet paper, BOMA Urinal Anti-splash Screen deodorizers, Personal Disposable Hygiene bags with pull-string, and BOMA Admire Air Freshener rechargers. The yearly estimated quantities are: 368 packs of 92,000 paper towels, 450 bottles containing 1 liter of soap and 258 boxes of 42 rolls of toilet paper (50m.), 622 of disinfecting urinal pads, 689 boxes of personal sanitary disposal bags, 520 of air fresheners charges. The Contractor shall supply an infinite amount of clear plastic shredder bags specified as100 mic. – H 100 X L 110cm which must fit in the US Embassy Brussels, Belgium-owned shredders (40) for at minimum 2028 bags

Document Number: 19GE5025R0079 PROCESSED Page 5 of 20 annually. The contractor is allowed to deliver non-Tork or non-Boma produced products of an identical quality, but consumables must fit into the US Embassy-owned devices and shredder bins.

The Contractor shall furnish all managerial, administrative, direct labor personnel, material and supplies necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes. The contractor shall furnish all labor, tools, equipment; materials;

supplies and services, unless otherwise specified herein, required under this contract for stated services within the time periods specified in Section 1. The prices listed below shall include all labor, materials, overhead and profit.

C.2 General Instructions

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

C.2.2 Duties and Responsibilities

a. Certain areas listed in paragraph #3 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.

b. The Contractor is responsible for all deliveries and movements of consumables and devices. The contractor shall coordinate deliveries, installations and removals at the beginning and end of the contract period or when a hygienic device is no longer required. Removals at the end of the contract are at no additional cost to the US Embassy. Deliveries are subject to the US Embassy security measures.

c. The Contractor shall attend Embassy required compound security and safety drills, fire and chemical safety trainings and medical cleaning trainings identified by the COR.

d. The Contractor shall schedule routine cleaning requirements between 0600 – 1800 hours to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. The contractor agrees to provide full names and vehicle identification for its personnel when scheduling after-hours work for the purpose of access control.

e. The Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility and its employees.

f. The Contractor shall include in its next regular invoice details of temporary additional services performed in the previous month. The Contracting Officer will provide a Purchase Requisition number to the Contractor, that the contractor will include in its invoice.

g. Contractor will provide to the COR, a report of consumable quantities used each year, updates to all local waste and recycling regulations or labor laws that may impact the contract no later than the end of each contract option year.

h. The Contractor shall ensure that all recyclable material located in US Embassy Brussels, Belgium-owned recycle bins, located throughout the buildings, are collected, and placed in the appropriate central recycling containers for the local community collection service. The Contractor shall place these containers outside the gate of 27 Regentlaan each day before 07:30 for the local community collection service. Contractors shall provide and replace appropriate colored bags in recycle bins.

i. The Contractor shall check shredder bins. When full the Contractor will remove shredder bags to the paper trash bin and replace refuges with a new shredder bag.

C.2.3 Types of Services

Office buildings and offsite Annexes shall be cleaned at no less than LEVEL 3, described in Paragraph 11.5 Quality Control: Standard Levels of Custodial Expectations Level 3. Cleaning and

Document Number: 19GE5025R0079 PROCESSED Page 6 of 20 dusting necessary for health and comfort of office building users and visitors. Ambassador’s Suites and Medical Unit shall be cleaned at no less than LEVEL 1, as detailed in Paragraph 11.5 Quality Control:

Standard Levels of Custodial Expectations Level 3.

C.2.3.1 US Embassy, Brussels Office Buildings

Daily: Standard services shall include the following work:

• 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 will be more 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. The contractor shall post floor-mounted safety signage prior to wetting floor surfaces. Signage must remain in place until floors are completely dry.

• Thorough cleaning of toilets, bathrooms, hygienic devices, mirrors, and shower facilities, using suitable non-abrasive disinfectant cleaners. All surfaces shall be free of soap scum, mold, and smudges. The Contractor shall refill paper towels, toilet paper, and soap in all bathrooms. All restroom hygienic devices shall be checked daily and replenished with approved hygienic supplies in accordance with Attachment 1: Devices and Maintenance Schedule.

• Emptying of all office trash cans and recycling bins. Replace the bin’s plastic lining and return trash cans to where they were located. For all designated recyclable bin locations, replace the black bag and the colored recycling bags to their appropriate bins. The Contractor shall check shredder bins daily.

The Contractor will remove full shredder bags and replace refuges with a new shredder bag. Collect used printer cartridges and transport them to the US Embassy supplied recycling boxes.

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

• During winter periods, the area in front of the building entrance doors, the Ambassador’s Residence and sidewalks, shall be kept free from snow and ice. This work includes but is not limited to shoveling snow and the application of rock salt to keep the sidewalks free from ice and snow (salt, salt-spreader and snow shovels will be provided by the Embassy as GFPs; Attachment 3).

• Brushing/vacuuming of warehouse areas (floor).

• In the Executive offices the Contractor shall wash cleaning of glasses, cups, and silverware and coffee services in hot soapy water, rinse, and dry. Kitchenette sinks, cabinets, microwaves, and refrigerator surfaces will be cleaned.

Twice per week: Cleaning Requirements shall consist of:

• Cleaning of the entire Zinnerstraat/Rue Zinner and pavement of Regentlaan/Boulevard du Regent between Nos. 25 and 27. Cleaning includes but is not limited to removal of leaves and debris.

• The contractor shall empty and clean all trash cans and ashtrays, as well as collecting paper, cigarette butts and all other debris/discarded trash from the area within the security perimeter.

Weekly: Cleaning Requirements shall consist of:

• 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, lamps, and other common things found in an office environment, excluding computers and monitors. Dusting tops of tall furniture, tips of picture frames and areas not covered in daily dusting.

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• All office and garden furniture shall be wiped down with a soft cleaner and cloth.

• Vacuuming all rugs and carpets, runners, and carpet protectors in all offices. 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 replaced in the original position. Spot cleaning of soiled carpet areas and rugs shall be done as requested and determined by the COR or escort.

• Brushing/wet mopping/vacuuming of warehouse areas (floor).

• Dusting of artificial plants and small artificial topiary greenery.

• Full cleaning of emergency exit/stairways. Carpets will be vacuumed: floor tiles and/or concrete floor will be cleaned with water and soap.

Bi-Weekly: Cleaning Requirements shall consist of:

• Spot cleaning baseboards and walls.

Quarterly:

• Dusting of window shades and blinds.

Monthly: Cleaning Requirements shall consist of:

• Cleaning surfaces, frames, plaques, ornamental attachments, as requested.

• Cleaning of parquet floors with water and gentle soap; interior deep cleaning of all kitchenette microwaves. Unsanitary conditions shall be immediately reported to the COR.

• Cleaning of both sides of all security glass surfaces in the entrance lobbies, paying special attention to the interior special laminated surfaces. No harsh chemicals to be used. Consult with the COR with concerns.

• Maintenance or replacement of the disinfecting toilet devices.

• Maintenance or replacement of the air fresheners every 4 weeks.

• Dusting of artificial plants and small artificial topiary greenery.

Bi-monthly Cleaning Requirements shall consist of:

• Brush sweeping of parking area floors in the Chancery, USEU and JAS Buildings.

• Cleaning of balconies (front and back); cleaning to be performed with water and soap, and high-pressure water if needed.

Monthly Cleaning Requirements shall consist of:

• Dusting of artificial plants and small artificial topiary greenery.

• Renew urinal disinfection discs.

Semi-Annual Cleaning Requirements shall consist of:

• Stripping wax coats, spot checking sealer coats, and completely reapplying wax coating.

• Dusting windowsills and blinds.

• The contractor shall dust/damp-wipe both sides of the window blinds. Blinds cleaning shall be completed before the annual window cleaning.

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• Interior cleaning of the office refrigerators after all personal items are removed.

Annual Cleaning Requirements shall consist of:

• Carpet cleaning with hot water injection/extraction carpet cleaning machine. Schedules must first be confirmed with the COR in writing more than 2 weeks in advance.

• Annual Cleaning of windows (interior and exterior). The exterior cleaning will be completed with ground floor windows and from inside the buildings where applicable. Exterior windows not accessible from inside the buildings will be completed by a crane supplied by the contractor with a 2-person cage included. Certifications and Inspections of equipment shall be expected from the primary contractor. If a subcontract is involved. Primary contractor must supply these certifications to the COR. Blinds cleaning will be done before each window cleaning.

• Interior cleaning of empty office refrigerators and freezers after all personal items are removed. De-icing of freezers are not permitted by contracted staff. If there is significant ice buildup, report it to the COR for further action.

C.2.3.2 European Logistical Support Office, Antwerpen

The place of performance will be the European Logistical Support Office located at the address given:

ELSO American Embassy Office, Noorderlaan 147 BUS 10-A Atlantic House, Antwerpen, Belgium.

Hours of operation/schedule: Cleaning staff will perform duties as indicated in the Statement of Work twice a week on Tuesday and Friday beginning at 8:00 am. For cleaning services that fall on an American or Belgium holiday, services will be performed the day prior to the holiday.

Performed once per week:

• Sweeping and damp mopping of kitchen floor area. 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. When completed, the floor shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

• Thorough cleaning of the kitchen area using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall ensure that paper towels, soap, and sponges are provided in the kitchen and refilled when necessary.

• 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, walls, and other common things found in an office environment. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

• Vacuuming all 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.

• Removing any grease marks or fingerprints from all entrance glass and stainless-steel doors and windows including PAV entrances, walls, doors, door frames, radiators, windows and window frames, glass desk protectors, reception booths and partitions.

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Performed twice per week:

• Emptying all wastepaper baskets, replacing plastic wastepaper basket linings, and returning items where they were located.

Performed Bi-weekly:

• Dusting tops of tall furniture, tops of picture frames and areas not covered in weekly dusting.

• Dusting windowsills and blinds.

Performed periodically as needed:

• Spot cleaning baseboards and walls.

• Shampooing (spot cleaning) carpets.

Management and Supervision Cleaning staff shall remain supervised by ELSO while cleaning staff performs duties. The cleaning staff must sign in with the security guards upon arrival and sign out when departing the office suite. 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.

C.2.3.3 US Embassy, Brussels Residence Buildings

Standard schedule and temporary services shall be determined by the residence manager. The daily residence cleaning schedule may consist of the following tasks:

a. 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 floors and halls shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water. The contractor shall post floor-mounted safety signage prior to wetting floor surfaces.

b. Dusting and cleaning all furniture including desks, chairs, credenzas, table surfaces, telephone, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, and lamps, (Chandeliers excluded). All furniture shall be free of dust, dirt, and sticky areas. Cleaning of marked computer equipment and monitors is excluded from the contract.

c. Vacuuming all 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 can, and easily moveable items shall be moved to vacuum underneath and then replaced in the original position. Spot cleaning of soiled carpet areas and rugs shall be kept free of traffic dirt and spills.

d. 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 COR will determine the suitability of non-abrasive cleaners and disinfectants.

e. Bedrooms shall be put into order and made tidy to ensure the rooms are returned to a clean and unused state. Linen shall be supplied by the Residential Assistant. Laundry supplies and the washing of the laundry is excluded under the terms of this contract.

f. Emptying all wastepaper baskets, exterior (outside) ashtrays and washing or wiping them clean with damp cloth, replacing plastic wastepaper basket linings and returning items where they were located.

g. Kitchen cleaning shall consist of surface cleaning, both vertical and horizontal surfaces, e.g. kitchen counters, tables, chairs, cabinets, appliances and microwaves. Used dishes, cups, silverware, and used coffee services in the residence shall be returned to the kitchen and washed. Dishes shall be washed often in one workday to keep the area free of dirty dishes.

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h. Removing any grease marks or fingerprints from walls, doors, doorframes, radiators, windows and window frames, glass desk protectors, reception booths and partitions. Removing trash to designated areas as directed by the Residence Manager and keeping trash area in a clean condition. Trash shall be removed to the trash area several times a day to ensure no buildup of trash in the facility.

i. For all designated recyclable bin locations, replace the black trash and the colored recycling bags in bins. Remove shredder machine refuges and replace as needed.

j. Windowsills and blinds shall be cleaned weekly to ensure they are routinely kept free of dust, and dirt.

k. Cleaning of both sides of all glass surfaces of furniture and doors, entrance lobbies and guards’ station at each residence, paying special attention to the interior special laminated surfaces. No harsh chemicals to be used.

l. Spot cleaning baseboards and walls to ensure a consistent and evenly clean appearance.

m. Garage floors shall be swept and cleaned with a wet mop once a week to remove debris, grease and mud, leaving the floor with an evenly clean appearance.

n. Spot waxing and polishing floors every two weeks to remove smudges and scuff marks leaving the floor to an evenly clean appearance.

o. Full cleaning of emergency exit/stairways.

p. Cleaning of windows interior and exterior; not all windows can be cleaned from the inside.

q. Ladders and fall protection shall be used for windows inaccessible from the interior.

r. Cleaning of balconies and terrace furniture (front and back); cleaning shall be performed with water and soap and high pressure every two months to ensure the removal of dirt, mildew and pollen, leaving the terrace in an evenly clean appearance.

s. Dusting of artificial plants and small artificial topiary greenery.

t. Shampooing by hot water extraction of carpets in all areas.

C.3 Management and On-Site Supervision

C.3.1 The Contractor shall be responsible for professional quality control. The Contractor shall provide a professional inspector to inspect the work site every 6 months and coordinate these visits with the COR.

The Contractor is required to provide cost quotations for service requests to the Contracting Officer's Representative (COR) within a one-week period from the day of the request. These quotations must be clear, detailed, and include all necessary cost breakdowns. The Contractor will maintain open communication with the COR to clarify any uncertainties regarding the service request.

The Contractor shall control work schedules through efficient use of the work force. Individual work schedules shall not exceed 38 hours per week to prevent overtime being part of the standard services provided under the contract. Overtime may be necessary under temporary additional services or presentational events.

C.3.2 The Contractor shall maintain a Team Lead who shall remain on-site for the complete workday to provide supervision of the Contractor’s workforce. The responsibilities and requirements for the Team Lead are as follows:

a. The team leader shall have sufficient English language skill to communicate professionally with members of the U.S. US Embassy Brussels, Belgium staff as the main point of communication for the Contractor and shall be the point of contact with COR on daily cleaning tasks, complaints, and additional cleaning requests.

b. The team leader shall have supervisory duties as their sole position function, without exceptions.

c. The team leader shall monitor contracted staff daily, record and organize on-site deliveries, create functional schedules, perform quality control checks of perimeter areas, organize periodical cleaning tasks, and manage setup and cleaning requests for Hover Franqui conferences rooms.

d. Complete written inspection reports, delivery counts, along with all relevant details, including observations, findings, and any actions taken in the daily performance of the contract.

e. The Team Lead shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services to the same standard and completion schedule without placing a burden on the security personnel of the Post. For those items other than routine daily services, the Team Lead shall provide to the COR an accurate plan, list of arriving personnel and the time frame to perform the service.

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C.4 Locations for Janitorial Services

C.4.1 Locations for Janitorial Services - Office Buildings

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

Location Estimated Area Size (estimated square meters) Scheduled Hours

Joint Administrative Building (JAS) B019 1000 Brussels

Total Area 3,000 06:00 – 18:00

U.S. Mission to the E.U.

B049 1000 Brussels

Total Area 3,936 06:00 – 18:00

Garden Area 187

U.S. Embassy (Chancery) B001 1000 Brussels

Total Area 4,041 06:00 – 18:00

Garden AreaTotal Area 190

Regent 28 B044/K302 1000 Brussels

Total Area 202 06:00 – 18:00

Regent 40, B038 1000 Brussels

Total Area 5,320 08:00 – 17:00

Garden AreaTotal Area 151

Warehouse (JLSC Building) B050 1930 Zaventem

Total Area 2,667 08:00 – 17:00

Area within the security perimeter (Sidewalks and street in front of JAS, USEU, Chancery and the Ambassador’s Residence 1000 Brussels

Total Area 3,125 08:00 – 17:00

ELSO, Noorderlaan 147, 2030 Antwerpen

Total Area 698 08:00-17:00

TOTAL Square Meters of all Areas 23,517m²

C.4.2 Locations for Janitorial Services - Residential Buildings

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All full-time (7.5 hour) standard cleaning services will be delivered only during Embassy workdays of Monday, Wednesday and Friday from between the hours of 0730 –1630 at the following locations, never to exceed a 37.5 hours per work week. *

Location QTY Estimated Area Size (estimated square meters)

Between Scheduled Hours *

USNATO, CMR

3080 Tervuren

Total Area 1,130 08:00 – 17:00

USEU, CMR

1180 Uccle

Total Area 1,200 08:00 – 17:00

USNATO, DCR

1950 Kraainem

Total Area 423 08:00 – 17:00

USEU, DCR

1140 Brussels

Total Area 671 08:00 – 17:00

TOTAL Square Meters All Areas 3,424

C.5 Personnel

C5.1 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 US Embassy Brussels, Belgium 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 US Embassy Brussels, Belgium.

C.5.2 Standard of Conduct.

a. 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). Neglect of duties shall not be condoned.

b. 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.

c. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Any participation in disruptive activities, which interfere with normal and efficient US Embassy Brussels, Belgium operations is forbidden.

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

C.5.3 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:

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a. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records.

b. Concealment of material facts by willful omission from official documents or records.

c. Unauthorized use of US Embassy Brussels, Belgium property, theft, vandalism, or immoral conduct.

d. Unethical or improper use of official authority or credentials; security violations, organizing or participating in gambling in any form.

C.5.4 Key Control.

a. 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.

b. 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.

c. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the US Embassy Brussels, Belgium for the cost of rekeying that portion of the system.

C.5.5 Notice to the US Embassy Brussels, Belgium of Labor Disputes

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.

C.5.6 Personnel Security After award of the contract, the Contractor shall provide the following list of data of who will be working under the contract and a Letter of Good Conduct and Family Composition from each employees’ commune, Report from the National Bank of Belgium. The Contractor shall include a list of workers and supervisors assigned to this project. The US Embassy Brussels, Belgium will run background checks on these individuals. It is anticipated that security checks will take up to 120 days to perform. For each contracted employee, the required information shall include:

• Full Name

• Place and Date of Birth

• Current Address

• Number of identity card

• National Bank Record

• Family Composition Record (Commune)

The US Embassy Brussels, Belgium shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Embassy Brussels, Belgium. 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 US Embassy Brussels, Belgium. The US Embassy Brussels, Belgium reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

C.6 Materials and Equipment

The Contractor shall provide all necessary janitorial supplies and equipment, including, but not limited to; cleaning carts and vacuums, mops and brooms, dust rags, detergents, cleaners, toilet brushes, safety signage, etc. to perform the work identified in this contract.

C.6.1 US Embassy Brussels, Belgium - Furnished Property (GFC) The Contractor has the option to reject any or all US Embassy Brussels, Belgium furnished property or items (see Attachment 3 – US Embassy Brussels, Belgium Furnished Property). However, if rejected, the Contractor shall provide all necessary property, equipment, or items, adequate in quantity and suitable for the intended

Document Number: 19GE5025R0079 PROCESSED Page 14 of 20 purpose, to perform all work and provide all services at no additional cost to the US Embassy Brussels, Belgium. All US Embassy Brussels, Belgium 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 US Embassy Brussels, Belgium 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 US Embassy Brussels, Belgium furnished property that is damaged or destroyed due to Contractor negligence.

C.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 US Embassy Brussels, Belgium property in its control.

C.6.3 The Contractor shall physically inventory all US Embassy Brussels, Belgium 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.

C.7. 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 stipulated by the Belgian US Embassy Brussels, Belgium (i.e. 3.25% of the gross salary).

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

7.3 Bodily Injury, Statutory as required by Belgian Law.

7.4 Property Damage: The contractor shall maintain insurance for property damages in accordance with the Belgian Law during the entire performance period under this contract.

7.5 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 provided by law or sufficient to meet normal and customary claims.

7.6 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United

States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

7.7 The Contractor agrees that the US Embassy Brussels, Belgium shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, employees, or any other person arising from an incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the US Embassy Brussels, Belgium from any and all claims arising, except in the instance of gross negligence on the part of the US Embassy Brussels, Belgium.

7.8 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.

7.9 US Embassy Brussels, Belgium 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", and an additional insured with respect to operations performed under this contract.

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7.10 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 US Embassy Brussels, Belgium may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

C.8 Laws and Regulations

C.8.1 Without additional expense to the US Embassy Brussels, Belgium, 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.

C.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.

C.9 Transition Plan

Within 10 days after the contract is 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.

C.10 Deliverables

The following items shall be delivered as defined below under this contract:

Description Quantity Delivery to Date of Award

Schedules 1 COR 10 days after award and monthly thereafter

List of Personnel 1 COR 10 days after award

Evidence of Insurance 1 COR 10 days after award

Licenses and Permits 1 Contracting Officer Date of award

Transition Plan 1 Contracting Officer 10 days after award

C.11 Quality Assurance and Surveillance Plan (QASP)

This plan provides an effective surveillance method to promote effective 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 US Embassy Brussels, Belgium, is responsible for management and quality control to meet the terms of the contract. The role of the US Embassy Brussels, Belgium is to monitor quality to ensure that contract standards are achieved.

C.11.1 SURVEILLANCE

The COR will receive and document all complaints from US Embassy Brussels, Belgium personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

C.11.2 STANDARD

The performance standard is that the US Embassy Brussels, Belgium 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.

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C.11.3 PROCEDURES

a. If any US Embassy Brussels, Belgium 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 notify the Contractor of any valid complaints, in writing.

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 brief the Facility Manager and the Contracting Officer, in writing.

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 in writing for appropriate action under the Inspection clause.

C.11.4 Quality Control Plan (QCP) The role of the COR and Team Leader is to conduct quality assurance to ensure that contract standards are achieved. The Contractor shall establish and implement a complete Quality Control Plan which will include:

Roles and Responsibilities of contract staff, inspections plan for each specific building, at minimum containing:

• date/time of inspection, description of findings.

• Description of action(s) taken (if necessary).

• Signature of inspector/supervisor.

• A written training plan and deficiency correction plan.

C.11.5 Standard Levels of Custodial Expectations

LEVEL 1 SPOTLESS Medical custodial expectations with course disinfectant products appropriate for labs and hospitals, e.g. one custodian per 3,050m² per 8 hours.

LEVEL 2 INTENSIVE Cleaning of all surfaces daily with non-course disinfectant products appropriate for restrooms or food service areas, e.g. 3,400m² - 5,500m² per 8 hours.

LEVEL 3 STANDARD Cleaning and dusting necessary for health and comfort of office building users and visitors, e.g. 5,500m² - 7,500m² per 8 hours.

LEVEL 4 AVERAGE Generally, not acceptable, e.g.

7,500m² - 14000m² per custodian in an 8 hour period.

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C.12 Disclosure of Information

Any information made available to the Contractor by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

C.13 Delivery Orders

The Contracting Officer will issue delivery orders to order services to the Contractor for performance of work under this contract.

Section L - Instructions, Conditions, and Notices to Offerors and Respondents

52.212-1 Addendum - Instructions to Offerors - Commercial Products and Commercial Services

Summary of Instructions*:

*Failure to furnish and deliver all requested information in accordance with these instructions may result in a non-responsive proposal and removal from award consideration. The penalty for making false statements is prescribed in 18 USC 1001.

SUBMISSION OF OFFERS:

a) Each offer shall consist of the following physically separate volumes.

Volume 1: Price Proposal

One (1) Electronic version sent via email

1. Completed SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), and Section B, Pricing, has been filled out.

2. Completed Price Proposal Breakdown (Attachment 7). Provide a comprehensive breakdown of the price proposal the total of which shall match that of the firm fixed-price inserted in Section B, Pricing. Adjust the breakdown sheet as necessary.

3. Completed Section 5 Representations and Certifications.

4. Provide the evidence of SAM registration as required in FAR 52.204-13. The SAM status must be “active”.

5. Completed form W-14 (Attachment 5) if the offeror has represented that it is not a U.S. person and is eligible for exemption from the 2% excise tax.

Volume 2: Technical Proposal

One (1) Electronic version sent via email

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1. Company information.

2. Resume of Team Leaders as described in Section C.3.2 of the SOW. The proposed Team leaders shall be able to converse in English and French.

3. List of clients over the past 5 years, demonstrating prior experience with relevant past performance information and…