RFP 19MX5322R0001 for Janitorial Services.pdf

RFQ 19MX53-22-R-0001 for Janitorial Services

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SECTION A

COVER PAGE

See SF-33 in attached file.

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PART I - THE SCHEDULE

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

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.

B.1 SCOPE OF SERVICES

The Contractor shall provide Janitorial services for the Government of the United States of America in Mexico City.

B.2 TYPE OF CONTRACT

This is a fixed price contract with indefinite delivery/indefinite quantity for temporary additional services.

B.3 TYPES OF SERVICES

B.3.1 Regular Services

The Contractor shall provide regular janitorial services as specified in Section C.2.1 within the buildings and spaces listed in Section J.2, Exhibit 1 – Locations & Drawings.

B.3.2 Temporary Additional Services

The Contractor shall provide Temporary Additional Services when requested by the Contracting Officer's Representative (COR) through a written order. Temporary Additional Services delivered shall be in addition to the Regular Services and shall be priced at the unit price shown below. The tasks to be accomplished shall be additional quantities of the same tasks described in Section C.

B.3.2.1 Ordering

The CO shall order Temporary Additional Services on an as needed basis through individual Task Orders. This work shall be performed by Contractor trained employees and shall not be subcontracted. The CO may require the Contractor to provide Temporary Additional Services with as little as 24-hour advance notice.

B.3.2.2 Maximum and Minimum

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

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Minimum: The Government shall place orders totaling a minimum of 50 square meters. This reflects the contract minimum for the base year and each option period for temporary/additional services.

Maximum: The amount of all orders shall not exceed 2,500 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

B.4 PRICING

B.4.1 Regular Services Pricing

The Government will pay the Contractor a fixed price per month for Regular Services that have been satisfactorily performed.

B.4.2 Temporary Additional Services Pricing

The Government will also pay the Contractor for Temporary Additional Services ordered by the Government for satisfactorily completed work.

B.4.3 Premium Pay

The Contractor is sole responsible for paying all taxes obligations, social security and other taxes and amounts required by law. The Contractor is also sole responsible for paying vacation days, sick days, holidays, compensation insurance, public liability insurance, and any other benefits required by law for the Contractor and employees, and all other benefits promised to the employees by the Contractor, if any.

B.4.4 Workers’ Compensation Insurance

The cost of Workers’ Compensation Insurance (Defense Base Act) (See Section I, FAR 52.228-

4) is not reimbursable and shall be included in the Contractor’s rates.

B.4.5 Currency

B.4.5.1 Offers and Payment in U.S. Dollars

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States. Local companies are eligible to be paid in U.S. dollars provided that such company has a bank account in U.S.

dollars at a Local Bank.

B.4.5.2 Offers and Payment in Pesos, Mexican currency

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency unless the foreign or local firm has a U.S. dollar bank account in Mexico.

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B.4.6 Value Added Tax

B.4.6.1 U.S. Firms

Value Added Tax (VAT) is not applicable to U.S. firms; therefore, it shall not be included in U.S. firms’ rates or Invoices.

B.4.6.2 Local Companies

Value Added Tax (VAT) for offers submitted by local companies, either in U.S. Dollars or in Pesos, Mexican currency, is not included in line-item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

B.5 BASE YEAR PRICES

As per paragraph B.4.5, above, insert currency: __________________

B.5.1 Regular Services

The fixed price for the Base Year of the contract (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) is as follows:

CLIN Description Unit of

Measure Quantity

Price per Month

Annual Price

Janitorial Regular

Services Month 12 $ $

Sub-Total $

VAT (if applicable) $

Total Price for Base Year of Regular Services $

B.5.2 Temporary Additional Services

The Unit Fix Price is:

CLIN Description Unit of

Measure Estimated Quantity

Unit Fix Price

Sub-Total

Temporary Additional

Services Sqm 2,500 $ $

Sub-Total $

VAT (if applicable) $

Total Temporary Additional Services Not to Exceed (NTE) Price for Base Year

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B.5.3 Base Year Not to Exceed Total

This is the total amount after adding totals under B.5.1 and B.5.2 above.

Total Price for Base Year of Regular Services $

Total Temporary Additional Services NTE Price for Base Year $

Total Not to Exceed Price for Base Year $

B.6 FIRST OPTION YEAR PRICES

As per paragraph B.4.5, above, insert currency: __________________

B.6.1 Regular Services

The fixed price for the First Option Year of the contract is as follows:

CLIN Description Unit of

Measure Quantity

Price per Month

Annual Price

101 Janitorial Regular Services Month 12 $ $

Sub-Total $

Total Price for First Option Year of Regular Services $

B.6.2 Temporary Additional Services

CLIN Description Unit of

Measure Estimated Quantity

Unit Fix Price

Sub-Total

Temporary Additional

Services Sqm 2,500 $ $

Sub-Total $

VAT (if applicable) $

Total Temporary Additional Services Not to Exceed (NTE) Price for First Option Year

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B.6.3 Not to Exceed Total for First Option Year

This is the total amount after adding totals under B.6.1 and B.6.2 above.

Total Price for First Option Year of Regular Services $

Total Temporary Additional Services NTE Price for First Option Year

Total Not to Exceed Price for First Option Year $

B.7 SECOND OPTION YEAR PRICES

B.7.1 Regular Services

The fixed price for the Second Option Year of the contract is as follows:

CLIN Description Unit of

Measure Quantity

Price per Month

Annual Price

Janitorial Regular

Services Month 12 $ $

Sub-Total $

Total Price for Second Option Year of Regular Services $

B.7.2 Temporary Additional Services

CLIN Description Unit of

Measure Estimated Quantity

Unit Fix Price

Sub-Total

Temporary Additional

Services Sqm 2,500 $ $

Sub-Total $

VAT (if applicable) $

Total Temporary Additional Services Not to Exceed (NTE) Price for Second Option Year

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B.7.3 Not to Exceed Total for Second Option Year

This is the total amount after adding totals under B.7.1 and B.7.2 above.

Total Price for Second Option Year of Regular Services $

Total Temporary Additional Services NTE Price for Second Option Year

Total Not to Exceed Price for Second Option Year $

B.8 THIRD OPTION YEAR PRICES

B.8.1 Standard Services

The fixed price for the Third Option Year of the contract is as follows:

CLIN Description Unit of

Measure Quantity

Price per Month

Annual Price

Janitorial Regular

Services Month 12 $ $

Sub-Total $

Total Price for Third Option Year of Regular Services $

B.8.2 Temporary Additional Services

CLIN Description Unit of

Measure Estimated Quantity

Unit Fix Price

Sub-Total

Temporary Additional

Services Sqm 2,500 $ $

Sub-Total $

VAT (if applicable) $

Total Temporary Additional Services Not to Exceed (NTE) Price for Third Option Year

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B.8.3 Not to Exceed Total for Third Option Year

This is the total amount after adding totals under B.8.1 and B.8.2 above.

Total Price for Third Option Year of Regular Services $

Total Temporary Additional Services NTE Price for Third Option Year

Total Not to Exceed Price for Third Option Year $

B.9 GRAND TOTAL OF BASE PLUS ALL OPTION YEARS

The grand total price of all service for the Base Year and three (3) Option Years are as follows:

Base Year Total $

First Option Year Total $

Second Option Year Total $

Third Option Year Total $

Grand Total of Base plus All Option Years $

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SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 WORK REQUIREMENTS

C.1.1 General

The Contractor shall provide services for the Government of the United States of America in Mexico City. The Contractor shall perform janitorial services in all designated spaces including, but not limited to, halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, stairways, sidewalks, and patios. The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work in this contract.

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

C.1.2 Personnel

The Contractor shall provide a qualified work force meeting the contract requirements and fully trained window technicians. Regular scheduled training of the qualified work force shall be part of the requirement to maintain the standard. The workforce shall be able to provide the services identified in Section J.3, Exhibit 2 - Timeframe for Janitorial Services.

C.1.3 General Requirements

C.1.3.1 Definitions

APOSHO – Assistant Post Occupational, Safety, and Health Officer

BFL – Benjamin Franklin Library

BIO Building – Annex building with additional offices managed by the U.S.

Embassy Mexico City.

CDC – The US Centers for Disease Control.

CDMX – Mexico City

Chancery – Embassy building used for official activities

Cleaning – A process for removing germs, dirt, and impurities from surfaces or objects. Cleaning works using soap (or detergent) and water to physically remove germs from surfaces. This process does not necessarily kill germs, but by removing them, it lowers their numbers and the risk of spreading infection.

CLIN – Contract Line-Item Number

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CMR – Official residence of the Chief of Mission/Ambassador, also called the Ambassador’s Residence.

CO – Contracting Officer, i.e., the person appointed with the authority to enter in and administer contracts on the behalf of the Government

COR – Contracting Officer's Representative, i.e., an individual designated in writing by the Contracting Officer to perform specific contract administration functions

COVID-19 – The name for the illness caused by the novel corona virus that emerged in 2019. The virus is SARS-Cov-2.

Daily – Means every day, on each non-holiday workday.

DCR – The official residence of the Deputy Chief of Mission

Disinfection – The process of killing germs on surfaces or objects. Disinfecting works using chemicals to kill germs on surfaces or objects.

FAC – Facility Management Office

FM – Facility Manager

FMC – Financial Management Center or the paying office

General Instructions – mean those instructions, directives and guidelines that apply to all janitorial personnel.

Government – The Government of the United States of America unless specifically stated otherwise.

GO – Government-Owned

GSO – General Services Officer in charge of the General Services Office at post.

This officer is usually the Contracting Officer for this contract.

GTM – Government Technical Monitor, individual designated by the contracting officer to assist the COR in monitoring a Contractor’s performance.

POSHO – Post Occupational, Safety, and Health Officer

RFP – Request for Proposal

RSO – Regional Security Office

Sanitizing – A process that lowers the number of germs on surfaces or objects to a safe level, as judged by public health standards or requirements. This process

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works by either cleaning or disinfecting surfaces or objects to lower the risk of spreading infection.

TEP – Technical Evaluation Panel

USG – Government of the United States

C.1.3.2 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 award of the contract. The COR must approve these general instructions before issuance.

C.1.4 Duties and Responsibilities

C.1.4.1 Certain areas specified in Section J, 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.

C.1.4.2 Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed daily.

C.1.4.3 Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which meet the needs of the individual facility.

C.2 TYPES OF SERVICES

C.2.1 Regular Services

Regular Services shall meet the following Standard:

C.2.1.1 Entrances and Common Areas

Doorways/Entrance Should be free of soil, cobwebs, and dust.

Doorway Glass and Frame Should be free of soil, cobwebs, dust, and fingerprints.

Smoking Urn Should be free of cigarette butts, soil, and trash.

Lobby Chairs should be straightened. Counters should be wiped.

Stairs, ramps, and handrails Should be free of soil, cobwebs, insects, spots, spills, trash, and dust.

Elevators/Tracks Should be free of soil, spots, dust, and fingerprints.

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Windows and Glass Walls Should be free of soil, cobwebs, dust, and fingerprints.

Trash Cans Should be free of soil, dust, and food.

Trash Should be collected with brute or maid cart. Regular trash and recycling should be in separate bags and taken to drop area or dumpster.

Drinking Fountain Should be free of soil, mineral deposits, and treated with stainless steel polish after disinfecting.

Security turnstiles Should be free of soil, cobwebs, dust, and fingerprints.

Outdoor furniture Should be free of soil, dust, fingerprints, coffee/soda rings, chair/table legs should be free of soil and dust.

Security screening equipment Should be free of soil, cobwebs, dust, and fingerprints.

Interior signage, photo frames, paintings, extinguishers, wall mounted furniture and décor accessories.

Should be free of soil, cobwebs, dust, and fingerprints.

C.2.1.2 Break rooms and Coffee Centers

Breakrooms and Kitchen Areas

Tables, chairs, countertops, sinks, trashcans, cabinets, refrigerator, vending machines, microwave and floor, should be free of soil, mineral deposits, dust, soap, food, drink spills and fingerprints.

Water cooler dispenser Should be free of soil, mineral deposits, and treated with stainless steel polish after disinfecting.

C.2.1.3 Floors

Carpeted Floors Should be free of soil, debris and spots in traffic lanes, under desks and along edges.

Chair Mats Should be free of soil, debris, food and spills.

Floor Mats Should be free of soil, debris and spots.

Rubber Floor Should be free of soil, debris, spills, spots, mold, buildup in corners, edges, and baseboards.

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Hard Floor Surfaces Should be free of soil, debris, spills, spots, mold, buildup in corners, edges, and baseboards.

Concrete pavement Should be free of litter and debris.

Asphalt pavement Should be free of litter and debris.

C.2.1.4 General Office Areas/Conference Rooms

Ceiling Vents Should be free of dust.

Desktops

Open areas should be free of soil, coffee rings, soda rings, dust and fingerprints. Items on desktops such as pictures, adding machines, pencil holders, etc. should be free of dust.

Underneath the items should also be free of dust and replaced properly.

Doors Should be free of soil, dust, fingerprints, and black heel marks.

Dusting All surfaces and furniture should be free of soil and dust.

Office Chairs and Tables Should be free of soil, dust, fingerprints, coffee/soda rings, chair/table legs should be free of soil and dust.

Office Partitions Should be free of soil and dust.

Windows/Sills/Blinds Should be free of dust, fingerprints, streaks, insects, and adhesives.

Windows/Exterior Should be free of dirt, debris, steaks, bug marks, and hard water stains. Window frame should be dirt free.

Trash Cans Should be free of soil, dust, and food.

Trash Should be collected with brute or maid cart. Regular trash and recycling should be in separate bags and taken to drop area or dumpster.

Chairs Should be free of dust, stains, food, drink spills and fingerprints. Chairs should be pushed up to desks and tables.

Shredders Should be free of soil, cobwebs, dust, and fingerprints.

Wastebasket should be emptied, and shredder bag should be replaced when needed.

Light fixtures and chandeliers Should be free of cobwebs, dust and bug marks.

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C.2.1.5 Restrooms

Trash Should be emptied, including sanitary containers in stalls.

Countertops Should be free of visible soil, mineral deposits, soap scum, and fingerprints.

Faucets Should be free of soil, mineral deposits, soap, fingerprints, rings and build-up around base, and polished with glass cleaner after disinfecting.

Sinks Should be free of visible soil, mineral deposits, soap scum and ring around drain. If brushed stainless steel, treat with stainless steel polish after disinfecting.

Mirrors Should be free of visible soil, water and soap spots, with no streaks.

Partitions and Walls Should be free of soil, dust, fingerprints and graffiti.

Handicap Grab Bars Should be free of soil, dust, fingerprints, and polished with stainless steel polish.

Supplies Should be fully stocked. Includes toilet paper, hand towels, soap, air fresheners, toilet seat covers, and sanitary items.

Plastic Dispensers Should be free of visible soil, dust, water and soap spots.

Cover should be wiped down inside and out.

Stainless Steel Dispensers Should be free of visible soil, water and soap spots, uneven application of stainless polish.

Toilets and Urinals Should be free of visible soil, mineral deposits and buildup around hardware.

Floor Drains Should be free of visible soil, debris, build-up and mop strings. Water should be poured down the drain regularly to prevent odors.

Showers Should be free of grime, soap scum, mold, and smudges.

C.2.1.6 Gymnasium

Equipment, furniture, and accessories

Should be free of dirt, dust, and fingerprints.

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Locker/Changing room Should be free of dirt, dust, and fingerprints.

Mirrors Should be free of dust, fingerprints, streaks, insects, and adhesives.

Disinfecting wipes Should be fully stocked.

C.2.1.7 Supplies and Equipment

Janitor Closet Should be in order, supplies on shelf, equipment stored in appropriate space, floor swept and mopped.

Keys Should be kept in pant’s pocket, returned to lock box at appropriate locations.

MSDS Sheets Should be organized in designated area in closet.

Emergency Numbers Should be posted.

Spray Bottles Should be clean and spraying properly, labeled properly.

Dust Mop Should be stood or hung on handle when not in use. Brush dust mop head to keep clean, put in plastic bag and give to supervisor for laundering when cleaning is needed.

Dust Pan Should be free of soil. Rinse and wipe dry when needed.

Extension Duster Should be cleaned with a neutral cleaner and water in a sink or pail, ring out, fluff, and hang to dry.

Gloves Should be worn when performing cleaning tasks.

Brooms Should be stood on handle when not in use.

Microfiber/Cleaning Cloths Should be folded when using. Wash out after use, hang to dry, replace when needed.

Mop Bucket Should be free of soil, sand, and rinsed out after each use.

Mop Head Should be rinsed out after use and hung to dry. Replace when needed.

Mop Sink Should be free of soil, stains, and rinsed out after use.

Power Cords Should be coiled up and inspected for cuts and broken plugs after use.

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Vacuum

Should check bags and filters after each use, replace or clean bag, outside/inside free of dust and soil, coil up/check power cord for cuts/broken plugs after each use, fasten all clips after each use.

Carpet Wands Should be free of soil, lint and wiped dry. Check jets for proper operation.

Power Equipment Slow speed, high speed, carpet extractor, fans, auto scrubber, etc. should be free of soil, water, dust, sand, with filters cleaned and replaced.

C.2.1.8 Benjamin Franklin Library

Bookshelves and books Should be free of soil, cobwebs, dust, fingerprints, grime and smudges. Books should be dusted and placed back to the bookshelves keeping an upright position.

C.2.1.9 Special considerations

C.2.1.9.1 Floors

The frequency of cleaning services on all floor areas may be higher than once per day when it is inclement weather. When completed, 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.

C.2.1.9.2 High-traffic areas

The Contractor shall check high-traffic areas used by personnel visiting them several times daily to ensure that services meet the standard.

C.2.1.9.3 Conference rooms and Ambassador’s office drinkware, coffee maker and serve ware

The Contractor shall empty drinkware and serve ware contents, clean them in hot water with mild detergent solution, rinse them to remove detergent, sanitize them in hot water. Use a cloth to gently dry them, do not use excessive pressure. Run the cloth along the outside of the drinkware as the final step to clean away and fingerprints. For the coffee maker, dump the grounds, wash the carafe and other removable parts, such as the lid and filter basket, in the sink with warm, soapy water. Rinse and towel dry. Wipe down the coffee maker with a damp towel.

These activities shall be performed daily.

C.2.1.9.4 Musset and Seneca Trash Collection

The Contractor shall be responsible for the daily (Monday through Friday) trash collection, including construction debris, and to provide a monetary tip/compensation to the garbage truck

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from the municipality. All garbage must be removed at the time of pickup on a daily basis. The Contractor shall keep trash area in a clean condition.

C.2.1.9.5 Drinking water bottles, drinking fountains and drinking cooler dispensers

Washing drinking water bottles, drinking fountains, and drinking cooler dispenser, to include without limitation disinfecting of 5-gallon plastic water bottles in accordance with Embassy Health Unit instructions in Section J.5, Exhibit 5 – Guidelines for cleaning and disinfecting.

Refill drinking water bottles with purified water from a purified water source located in each building and covering each bottle with a new plastic cap. Replace empty drinking water bottles from water cooler dispensers. These activities shall be performed daily.

C.2.1.9.6 Recycling

The contractor shall adhere to the Embassy’s Recycling Plan instructed by the COR. The contractor shall collect cardboard boxes, paper, magazines, newspaper, aluminum cans, glass bottles, wood and plastics, the contractor shall take them to the designated disposal area and replace wastebasket bag when needed. These activities shall be performed daily.

C.2.1.9.7 Disinfection

All areas (i.e., offices, bathrooms, and common areas) used by a confirmed ill person should be cleaned and disinfected following disinfectant’s safety information and application instructions to ensure safe and effective use of the product.

C.2.1.9.8 Window Cleaning Services

Inside and outside window cleaning service shall be performed by Contractor’s trained technicians. Glass should be washed, scrubbed, and cleaned and shall be free of dust, fingerprints, streaks, insects, and adhesives. Tracks and frames shall be free of cobwebs, dust, and dirt.

Prior performing window cleaning services, the Contractor shall present a Safety Plan that shall complies with the latest published version of the Safety and Health Requirements Manual “EM 385-1-1” (available for download from www.usace.army.mil/SafetyandOccupationalHealth).

The Contractor shall provide their window trained technicians with personal protective equipment including suspended access equipment or ground access equipment.

C.2.1.9.9 Pressure washing

Deep cleaning services on outdoor surfaces and furniture shall be performed using pressure washer equipment. Outdoor surfaces and furniture shall be free of dirt, mildew, and grime.

C.2.1.9.10 Cafeteria floor deep cleaning

The Contractor shall perform cafeteria floor tiles deep cleaning service once a month. Floors should be free of soil, dirt, mold, buildup in corners, edges, and baseboards.

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C.2.1.9.11 Work Force Schedule/Program

The Contractor shall adhere to The Green Seal Standard for Commercial and Institutional Cleaning Services, GS-42. This standard establishes requirements for cleaning services to ensure a quality operation carried out by a highly trained workforce skilled in effective green cleaning practices to reduce the impact on human health and the environment.

The Contractor shall also submit for approval within thirty days after Contract Award, a detailed draft Work Force Schedule/Program with locations, tasks, and frequencies to meet the Standard stipulated in Section C.2. This document shall comply with the GS-42 Standard and consider the minimum frequencies established in section C.2.1.9.12. It shall also include all areas indicated in section J.2, Exhibit 1-Locations & Drawings, and section J.3, Exhibit 2-Timeframe for Janitorial Services).

C.2.1.9.12 Frequencies

(i) Carpet Care Maintenance

Light traffic area Spot Vacuuming

Frequency:

Daily

Detail Vacuuming Twice a month Extraction Cleaning Once a year

Medium traffic area

Spot Vacuuming Frequency:

Daily Detail Vacuuming Once a week Extraction Cleaning Twice a year

Heavy traffic area

Spot Vacuuming

Frequency:

Daily Detail Vacuuming Twice a week

Extraction Cleaning Once every three months

(ii) Rubber Floor Maintenance

Dust Mopping/Vacuuming

Frequency:

Once a day

Damp Mopping Once a day

(iii) Hard Floor Surfaces Maintenance

Light traffic area Dust Mopping/Vacuuming

Frequency:

Once a week

Damp Mopping Once a week Scrubbing Twice a month area

Dust Mopping/Vacuuming Frequency:

Twice a week Damp Mopping Twice a week Scrubbing Once a week

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Top Scrub Once a year Strip & Wax Once a year

Dust & Damp Mopping/Scrubbing

Frequency:

Once a day

Top scrub Once a year Strip & Wax Once a year

(iv) Concrete and Asphalt Pavement Maintenance

Sweeping

Frequency:

Once a day

Pressure washing Once every three months

(v) Restrooms, Showers, and Change Rooms area

Regular services Frequency:

Once a day Deep cleaning Twice a month

Regular services

Frequency:

Twice a day

Deep cleaning Once a week

(vi) Windows and Glass Walls Schedule

All areas Spot cleaning

Frequency:

Daily

Deep cleaning Once a week

(vii) Façade Glass and Frames

All areas Deep cleaning Frequency: Twice a year

(viii) Galvanized metal roof and walls

NIV Building Pressure washing Frequency: Twice a month

(ix) Access Awning

Access Pressure washing Frequency: Twice a year

C.2.2 Temporary Additional Services

Temporary Additional Services are defined as Regular Services required to be performed under conditions not described in the contract at any time at any U.S. Government property in Mexico

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City. The Contractor shall provide these services in addition to the scheduled services specified in paragraph C.2.1. of this contract. The CO shall order these services as needed through a fully approved Task Order. The CO may require the Contractor to provide Temporary Additional Services with as little as 24-hour advance notice.

C.3 MANAGEMENT AND SUPERVISION

C.3.1 Contractor Management

C.3.1.1 Customer Service Representative

The Contractor shall designate an on-site customer service representative who shall be the focal point for the Contractor and the main point of contact with U.S. Government personnel during official embassy business hours. The Customer Service Representative shall have sufficient English language skills to be able to communicate with members of the U.S. Government staff and the administrative skills required to perform the administrative aspects of this contract. The Customer Service Representative shall have customer service as his or her sole function.

The Contractor’s Customer Service Representative designated under this Contract is:

Name:

Telephone Number(s):

E-mail:

C.3.1.1.1 Language Requirement

The Customer Service Representative shall comply with one of the following levels of English Proficiency:

Proficiency TOEIC TOEFL ITP TOEFL iBT CEFR

>780 >540 >72 B2

The Contractor shall submit a certificate from each of their personnel after taking the test for TOEIC PBT, TOEFL ITP/PBT, TOEFL iBT or any other valid certificate showing a CEFR B2 level.

C.3.1.1.2 Other Responsibilities

Customer Service Representative is also responsible for preparing and promptly handing over/submitting all deliverables requested in this contract to the Contract Officer Representative

COR.

C.3.1.2 Admin Assistant

The Contractor shall designate an Admin Assistant who shall be responsible for, without limitation, providing administrative support to ensure efficient operation, handling administrative

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requests and queries from the Contracting Officer Representative (COR), assisting Customer Service Representative in preparing reports, and maintaining appropriate filing systems.

The Contractor’s Admin Assistant designated under this Contract is:

C.3.1.2.1 Position Requirements

The Admin Assistant shall have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

C.3.1.2.2 Main Activities

This position must work closely with the Customer Service Representative to implement a hiring plan to meet contract performance requirements. Screen resumes and prospects, qualify, interview, and manage candidates throughout security clearance process, from prepping before interviews personal documents to assisting with any requirements to get their clearance.

Maintain a database of candidate records, including active prospects, hired, and fired employees.

Admin Assistant will serve as a backup when Customer Service Representative is absent/unavailable.

C.3.1.2.3 Language Requirement

The Admin Assistant shall comply with one of the following levels of English Proficiency:

Proficiency TOEIC TOEFL ITP TOEFL iBT CEFR

>780 >540 >72 B2

The Contractor shall submit a certificate from each of their personnel after taking the test for TOEIC PBT, TOEFL ITP/PBT, TOEFL iBT or any other valid certificate showing a CEFR B2 level.

C.3.1.3 Janitorial Manager

The Contractor shall designate a Janitorial Manager whose responsibilities shall include, without limitation, coordinating, prioritizing, and supervising the operations and activities of the janitorial staff, planning, directing participating, and ensuring performance expectations are met in accordance with the Quality Management Plan. Although this position is not the first point of contact for customers, Janitorial Manager possess extensive knowledge of the standards and procedures and must have at least 5 years of experience in coordination or leadership. Janitorial Manager assess the type of training needed, set-up training schedules for new hires and plan continuous training seminars for current workers.

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The Janitorial Manager designated under this Contract is:

C.3.1.4 Janitorial Supervisor

The Contractor shall designate a Janitorial Supervisor whose responsibilities shall include, without limitation effectively managing the day-to-day activities of each assigned facility and shall be responsible for the supervision of the workforce at all times. On Site supervisors ensure all staff have the necessary tools, materials, and resources to complete their daily task, assist the Operation Coordinator with scheduling and training. Maintain inventories of cleaning supplies to ensure adequate and proper supply levels are on-hand and accounted for, ensure proper wear of uniform and badge by the staff inside the building, the daily and punctual attendance of the staff.

Supervisors shall inform the Janitorial Manager any specific needs or activities that must be scheduled.

The Janitorial Supervisor designated under this Contract is:

C.3.1.5 Janitorial Overseer

The Contractor shall designate and assign a Janitorial Overseer to each building covered under this contract, whose responsibilities shall include, without limitation, overseeing the work being performed by his crew and verifying the proper use of the assigned cleaning equipment and materials.

C.3.2 Schedules

The Contractor shall maintain schedules taking into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post.

For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan of the personnel to be used and the time frame to perform the service.

C.3.2.1 Working Days

Janitorial services for the Chancery building and NIV building shall be provided from Monday to Saturday. For all the other buildings the schedule shall be from Monday to Friday.

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C.3.2.2 Working Times

Work force shifts shall be in accordance with the times in Section J.3, Exhibit 2 – Timeframe for Janitorial Services. Services for the Chancery and NIV building shall start daily at 06:00 a.m.

Chancery areas where an escort is required shall start at 08:30 a.m. and end at 17:30 p.m.

The Contractor shall not have the work force work double shifts to cover absences or annual or sick leave.

Escort outside these working hours can be scheduled for programmed cleaning such as carpet washing, etc.

C.3.2.3 Overtime

The Contractor shall control overtime through efficient use of the work force. Individual work schedules shall not exceed 40 hours per week to preclude overtime being part of the regular services provided under the contract.

C.3.3 Quality Control

C.3.3.1 Quality Management Plan

The Contractor shall be responsible for quality management. The Contractor shall deliver a Quality Management Plan (QMP) to the Contracting Officer’s Representative (COR) for review within thirty days after award of the contract. The COR must approve this QMP before issuance.

The QMP shall define the procedures to perform Quality Metrics, Quality Checklist, on-site inspections, and Perform Quality Assurance and Quality Control.

C.3.3.2 The Contractor shall measure and document its performance against the scope of work and performance outcome requirements. The frequency at which one’s performance is evaluated is largely a function of the customer’s expectations as reflected in the scope of work or performance outcome. Measurement

The Contractor shall use one or more of the following measurement tools:

Surveys Inspections Complaint logs Customer evaluations

C.3.3.3 Feedback

The Contractor shall respond to both positive and negative customer feedback and inspection results and shall fully investigate complaints. Feedback shall be part of the contractor’s ongoing effort to improve service. Regular and on-going communication is essential to meeting customer expectations.

C.3.3.4 Evaluation of Progress and Continuous Improvement Plan

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Appropriate levels of management should follow a documented process in reviewing performance results. There should be a written corrective action plan that is consistent with the contractor’s policies and procedures. There should be a written plan that describes how the contractor will measure, report, and implement performance improvement.

C.3.3.5 Inspection Routine

The contractor shall institute an appropriate inspection routine that includes but is not limited to the following:

(1) Develop and maintain checklists of duties to be carried out.

(2) Ensure that the foremen staff and skilled workers closely monitor these duties.

C.3.3.6 Inspection Visits

The Contractor shall perform inspections visits at all work locations on a regular basis to determine whether work activities are being performed according to contract requirements. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

C.3.4 Monthly Report

The Contractor shall prepare a monthly report. This report shall be submitted to the COR within the first five days of each month. The report shall include how and when the services were accomplished during the month, the outcomes of the quality management plan, the complaints received, if any, and a brief schedule of relevant activities planned for next month.

C.3.5 Safety Management Plan

The Contractor shall review, update, and submit its Safety Management Plan (included in its original proposal) to the COR for Post Occupational Safety and Health Officer (POSHO) review within thirty days after award and every time the COR requests a modification per Occupational Safety and Health regulations required of the contract. Initial POSHO review must be approved before the janitorial service initiates and to continue with the services.

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SECTION D

PACKAGING AND MARKING

RESERVED

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SECTION E

INSPECTION AND ACCEPTANCE

E.1 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.246-4 INSPECTION OF SERVICES-FIXED-PRICE (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

The Contractor shall deliver a Quality Assurance and Surveillance Plan (QASP) to the Contracting Officer’s Representative (COR) for review within thirty days after award of the contract. The COR must approve it before issuance.

This plan is designed to provide 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 Government, is responsible for management and quality control to meet the terms of the contract.

The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

The Contractor shall measure and document its performance against the scope of work and performance outcome requirements. The frequency at which one’s performance is evaluated is largely a function of the customer’s expectations as reflected in the scope of work or performance outcome.

E.2.1 Measurement

The Contractor shall use one or more of the following measurement tools:

• Surveys

• Inspections

• Complaint logs

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• Customer evaluations

E.2.2 Inspection Routine

The contractor shall institute an appropriate inspection routine that includes but is not limited to the following:

i. Develop and maintain checklists of duties to be carried out.

ii. Ensure that the foremen staff and skilled workers closely monitor these duties.

E.2.3 Inspection Visits

The Contractor shall perform inspections visits at all work locations on a regular basis to determine whether work activities are being performed according to contract requirements. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

E.2.4 Feedback

The Contractor shall respond to both positive and negative customer feedback and inspection results and shall fully investigate complaints. Feedback shall be part of the contractor’s ongoing effort to improve service. Regular and on-going communication is essential to meeting customer expectations.

E.2.5 Evaluation of Progress and Continuous Improvement Plan

Appropriate levels of management should follow a documented process in reviewing performance results. There should be a written corrective action plan that is consistent with the contractor’s policies and procedures. There should be a written plan that describes how the contractor will measure, report, and implement performance improvement.

Performance Objective

PWS

Paragraph Performance Threshold

Services

Performs all janitorial services set forth in the Performance Work Statement (PWS)

C.1 thru C.3 All required services are performed and no more than three (3) customer complaint is received per month.

E.2.6 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.

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E.2.7 Standard

The performance standard is that the Government receives no more than three (3) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.2.8 Procedures

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

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

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

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

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

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

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

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

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SECTION F

DELIVERIES OR PERFORMANCE

F.1 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 PERIOD OF PERFORMANCE

F.1.1 The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months.

F.1.2 The Government may extend this contract for up to three (3) additional 12-month periods in accordance with the option clause in Section I, FAR 52.217-9, Option to Extend the Term of the Contract, which also specifies the total duration of this contract. See also Section I, FAR 52.217-8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government. The initial period of performance includes any transition period authorized under the contract.

F.3 VISIT TO LOCATIONS

Upon award, the Contractor will have the opportunity to visit the different locations where the service shall be rendered before commencement of work with the purpose of inspecting the existing conditions or as otherwise needed.

F.4 NOTICE TO PROCEED

After contract award and submission of insurance certificates, the Contractor shall be sent a Notice to Proceed. That Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

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F.5 DELIVERY SCHEDULE

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To

C.1.3.2 General Instructions 1 30 days after award COR

C.2.1.9.11 Workforce Schedule/Program

1 30 days after award COR

C.3.2 Schedule 1 Weekly COR

C.3.4 Monthly Report 1 Monthly COR

C.3.3.1 Quality Management Plan 1 30 days after award COR

C.3.5 Safety Management Plan 1 30 days after award and on as needed basis

COR/POSHO

H.6 Certificate of Insurance 10 days after contract award COR/Contracts

G.2.1 Standard Services Invoice 1 Monthly

FMC

COR

G.2.2 Temporary Additional Services Invoice

Upon inspection and approval

FMC

COR

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SECTION G

CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE

(COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or 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 for this contract is the Facilities Procurement Coordinator.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the monthly report and any other supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2 SUBMISSION OF INVOICES

G.2.1 REGULAR SERVICES

The Contractor shall submit monthly electronic invoices to the Finance Management Center with copy to the COR at the following address:

MexFMCInvoices@state.gov

Cc: PerezAR@state.gov

G.2.2 TEMPORARY ADDITIONAL SERVICES

The Contractor shall submit a separate individual Invoice covering the Temporary Additional Services stated in the corresponding Task Order. This Invoice shall be issued immediately after the service has been completed, inspected, and accepted by the COR. Invoices for Temporary Additional Services shall also be submitted in electronic format to the Finance Management Center with copy to the COR at the following address:

MexFMCInvoices@state.gov

Cc: PerezAR@state.gov

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G.2.3 INVOICE REQUIREMENTS

To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905, as well as the following minimum requirements:

a. Electronic Invoice.

b. Contractor’s name and complete legal address.

c. Contractor’s Tax ID and DUNS number

d. Date issued.

e. Issue Invoice as follows:

Embajada de los Estados Unidos de America

Paseo de la Reforma No. 305, Colonia Cuauhtémoc, Mexico, D. F., C.P. 06500;

RFC: EEU 930201 289;

f. Period of performance being charged;

g. Contract number and Task Order Number;

h. Description of Services provided as stated in the corresponding Task Order and according to the pricing schedule.

i. IVA broken down (if applicable);

i. Amounts shall be in numbers and spelled out;

j. Prompt payment discount if any

k. Completed IRS Form W-14 to waive the 2% Tax Retention as stated under FAR 52.229-11, Tax on Certain Foreign Procurements—Notice and Representation (Jun 2020).

If an invoice does not contain the above information, the United States Government reserves the right to reject the invoice as improper and return it to the Contractor within 7 calendars days. The Contractor must then submit a proper invoice.

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G.2.4 INVOICE REVISION

The COR will review each invoice and approve invoices for payment.

G.3 PAYMENT

Payment shall be made in local currency by Electronic Funds Transfer (EFT) within 30 days after receipt of the proper invoice.

The USG will only pay for services already incurred and already provided, no payments in advance are allowed.

G.4 VALUE ADDED TAX

See section B.4.6 above.

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SECTION H

SPECIAL CONTRACT…