19MX5324R0005 - RFP.pdf

RFP-19MX5325R0005 for Janitorial & Food Services

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SECTION A

COVER PAGE

See SF-33 in attached file.

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TABLE OF CONTENTS

Part I – The Schedule

Section A – Solicitation/contract form

• SF 33 cover sheet

Section B – Supplies or Services and Prices/Costs

Section C – Description/Specifications/Work Statement

Section E – Inspection and Acceptance

Section F – Deliveries or Performance

Section G – Contract Administration Data

Section H – Special Contract Requirements

Part II – Contract Clauses

Section I – Contract Clauses

Part III - List of Documents, Exhibits, and Other Attachments

Section J - List of Attachments

J.13 ANNEX I Concession Agreement for Food Services

Part IV - Representations and Instructions

Section K - Representations, Certifications, and Other Statements of Offerors

Section L - Instructions, Conditions, and Notices to Offerors

Section M - Evaluation Factors for Award

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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, in all designated spaces including, but not limited to hallways, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, stairways, sidewalks, and courtyards.

The Contractor shall also provide food services through a Concessions Agreement in ANNEX I in the designated cafeteria spaces of the Embassy Compound.

B.2 TYPE OF CONTRACT

The U.S. Government represented by the United States of America Embassy Mexico City intends to award a firm-fixed price contract with indefinite delivery/indefinite quantity for temporary/additional services.

B.2.1 CONCESSIONS AGREEMENT

The Contractor shall provide food services as per the Concessions Agreement included as Annex I within the building and spaces listed in J., .

B.2.1.1 TYPE OF AGREEMENT

The Concessions Agreement is a zero-cost agreement in accordance with the term and conditions stated in Annex I.

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B.3 TYPES OF SERVICES

B.3.1 STANDARD ROUTINE SERVICES

The Contractor shall provide standard Janitorial Services as specified in Section C.1, JANITORIAL SERVICES, within the buildings and spaces listed in J.2, EXHIBIT 1

– LOCATIONS.

B.3.2 TEMPORARY ADDITIONAL SERVICES

The Contractor shall provide Temporary Additional Services at any government-owned facilities, when requested by the Contracting Officer's Representative (COR) through a written order. Temporary Additional Services delivered shall be in addition to the Standard Routine Services and shall be priced at the unit price shown in sections B.5.2, B.6.2, and B.7.2. The tasks to be accomplished shall be additional quantities of the same tasks described in Section C.1.

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:

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 20,500 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

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B.4 PRICING

B.4.1 JANITORIAL STANDARD ROUTINE SERVICES PRICING

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

B.4.2 JANITORIAL TEMPORARY ADDITIONAL SERVICES PRICING

The Government will also pay the Contractor for Janitorial Temporary Additional Services ordered by the Government for satisfactorily completed work. The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work for Temporary Additional Services.

B.4.2.1.1 Additional Equipment of Materials

The Government will also reimburse the Contractor at the purchase price for any additional materials or equipment ordered by the Government in conjunction with any order for Temporary Additional Services. where the scope is outside of the services detailed in section C.1.

B.4.2.1.2 Proof of Payment

All reimbursements shall be at the Contractor’s out of pocket cost with no overhead, profit or other charge added. Receipts and proof of payment shall be submitted in order to process reimbursements.

B.4.2.1.3 Task Order for Reimbursement

All reimbursements will be processed with a separate Task Order. Total Reimbursement shall not exceed the amount stated in sections B.5.3, B.6.3, and B.7.3.

B.4.3 ZERO-COST CONCESSIONS AGREEMENT

The Concessions Agreement for Food Services will be a zero-cost, non-procurement agreement.

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B.4.4 PREMIUM PAY

The Contractor is sole responsible for paying all taxes obligations, social security and other taxes and amounts required by law for both the contract and the concessions agreement. 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. This is also applicable for both the contract and the concessions agreement.

B.4.5 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.4.6 CURRENCY

B.4.6.1 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 and its Territories. 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.4.6.2 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.4.7 VALUE ADDED TAX

B.4.7.1 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.4.7.2 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.4.6, above, insert currency: __________________

B.5.1 BASE YEAR JANITORIAL STANDARD ROUTINE SERVICES

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

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

0001 001 Janitorial Standard Routine Services - NEC Month 12 $ $

0001 002 Janitorial Standard Routine Services – CMR Month 12 $ $

0001 003 Janitorial Standard Routine Services – Musset Month 12 $ $

0001 004 Janitorial Standard Routine Services – Seneca Month 12 $ $

0001 005 Janitorial Standard Routine Services - Warehouse Month 12 $ $

Subtotal $ VAT (if applicable) $

Total Price for Base Year of Janitorial Standard Routine Services $

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B.5.2 BASE YEAR JANITORIAL TEMPORARY ADDITIONAL SERVICES

The Unit Fix Price is:

CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

0002 002 Janitorial Temporary Additional Services SQM 25,000 $ $

Subtotal $ VAT (if applicable) $

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

B.5.3 BASE YEAR MATERIALS OR EQUIPMENT FOR TEMPORARY

ADDITIONAL SERVICES

Materials or Equipment shall be paid only when the Government requested the items to be delivered through a previously approved Task Order.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

0003 003 Materials or Equipment for Temporary Additional Services Not to Exceed per Year NTE $2,500 USD

Subtotal NTE $2,500 USD VAT (if applicable) NTE $2,500 USD

Total Not to Exceed (NTE) for Materials or Equipment – Base Year NTE $2,500 USD

B.5.4 BASE YEAR CONCESSIONS AGREEMENT

The Concessions Agreement will be a zero-cost, non-procurement agreement.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

0004 004 Concessions Agreement – ZERO COST $0.00 Base Year Concessions Agreement $0.00

B.5.5 BASE YEAR TOTAL

Janitorial Standard Routine Services $

Temporary Additional Services $

Materials or Equipment for Temporary Additional Services NTE $2500 USD

Concessions Agreement ZERO COST

Base Year Total $

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B.6 FIRST OPTION YEAR PRICES

As per paragraph B.4.6, above, insert currency: __________________

B.6.1 FIRST OPTION YEAR JANITORIAL STANDARD ROUTINE SERVICES

The fixed price for the First option year of the contract (starting on the date stated in the Award letter and continuing for a period of 12 months) is as follows:

CLIN SUBCLIN Description Units Quantity Price per Month

Annual Price

1001 101 Janitorial Standard Routine Services - NEC Month 12 $ $

1001 102 Janitorial Standard Routine Services – CMR Month 12 $ $

1001 103 Janitorial Standard Routine Services – Musset Month 12 $ $

1001 104 Janitorial Standard Routine Services – Seneca Month 12 $ $

1001 105 Janitorial Standard Routine Services - Warehouse Month 12 $ $

Subtotal $

Total Price for First option year of Janitorial Standard Routine Services $

B.6.2 FIRST OPTION YEAR JANITORIAL TEMPORARY ADDITIONAL

SERVICES

The Unit Fix Price is:

CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

1002 102 Janitorial Temporary Additional Services SQM 25,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for First option year of Temporary Additional Services $

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B.6.3 FIRST OPTION YEAR MATERIALS OR EQUIPMENT FOR TEMPORARY

ADDITIONAL SERVICES

Materials or Equipment shall be paid only when the Government requested the items to be delivered through a previously approved Task Order.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

1003 103 Materials or Equipment for Temporary Additional Services Not to Exceed per Year NTE $2,500 USD

Subtotal NTE $2,500 USD VAT (if applicable) NTE $2,500 USD

Total Not to Exceed (NTE) for Materials or Equipment – First option year NTE $2,500 USD

B.6.4 CONCESSIONS AGREEMENT

The Concessions Agreement will be a zero-cost, non-procurement agreement.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

1004 104 Concessions Agreement – ZERO COST $0.00 First option year Concessions Agreement $0.00

B.6.5 FIRST OPTION YEAR TOTAL

Janitorial Standard Routine Services $

Temporary Additional Services $

Materials or Equipment for Temporary Additional Services NTE $2500 USD

First Option Year Total $

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B.7 SECOND OPTION YEAR PRICES

As per paragraph B.4.6, above, insert currency: __________________

B.7.1 SECOND OPTION YEAR JANITORIAL STANDARD ROUTINE SERVICES

The fixed price for the Second option year of the contract (starting on the date stated in the Award letter and continuing for a period of 12 months) is as follows:

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

2001 201 Janitorial Standard Routine Services - NEC Month 12 $ $

2001 202 Janitorial Standard Routine Services – CMR Month 12 $ $

2001 203 Janitorial Standard Routine Services – Musset Month 12 $ $

2001 204 Janitorial Standard Routine Services – Seneca Month 12 $ $

2001 205 Janitorial Standard Routine Services - Warehouse Month 12 $ $

Subtotal $

Total Price for Second option year of Janitorial Standard Routine Services $

B.7.2 SECOND OPTION YEAR JANITORIAL TEMPORARY ADDITIONAL

The Unit Fix Price is:

CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

2002 202 Janitorial Temporary Additional Services SQM 25,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Second option year of Temporary Additional

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B.7.3 SECOND OPTION YEAR MATERIALS OR EQUIPMENT FOR

TEMPORARY ADDITIONAL SERVICES

Materials or Equipment shall be paid only when the Government requested the items to be delivered through a previously approved Task Order.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

2003 203 Materials or Equipment for Temporary Additional Services Not to Exceed per Year NTE $2,500 USD

Subtotal NTE $2,500 USD VAT (if applicable) NTE $2,500 USD

Total Not to Exceed (NTE) for Materials or Equipment – Second option year NTE $2,500 USD

B.7.4 SECOND OPTION YEAR CONCESSIONS AGREEMENT

The Concessions Agreement will be a zero-cost, non-procurement agreement.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

2004 204 Concessions Agreement – ZERO COST $0.00 Second option year Concessions Agreement $0.00

B.7.5 SECOND OPTION YEAR TOTAL

Janitorial Standard Routine Services $

Temporary Additional Services $

Materials or Equipment for Temporary Additional Services NTE $2500 USD

Second Option Year Total $

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B.8 THIRD OPTION YEAR PRICES

As per paragraph B.4.6, above, insert currency: __________________

B.8.1 THIRD OPTION YEAR JANITORIAL STANDARD ROUTINE SERVICES

The fixed price for the Third option year of the contract (starting on the date stated in the Award letter and continuing for a period of 12 months) is as follows:

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

3001 301 Janitorial Standard Routine Services - NEC Month 12 $ $

3001 302 Janitorial Standard Routine Services – CMR Month 12 $ $

3001 303 Janitorial Standard Routine Services – Musset Month 12 $ $

3001 304 Janitorial Standard Routine Services – Seneca Month 12 $ $

3001 305 Janitorial Standard Routine Services - Warehouse Month 12 $ $

Subtotal $

Total Price for Third option year of Janitorial Standard Routine Services $

B.8.2 THIRD OPTION YEAR JANITORIAL TEMPORARY ADDITIONAL

The Unit Fix Price is:

CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

3002 302 Janitorial Temporary Additional Services SQM 25,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Third option year of Temporary Additional

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B.8.3 THIRD OPTION YEAR MATERIALS OR EQUIPMENT FOR TEMPORARY

ADDITIONAL SERVICES

Materials or Equipment shall be paid only when the Government requested the items to be delivered through a previously approved Task Order.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

3003 303 Materials or Equipment for Temporary Additional Services Not to Exceed per Year NTE $2,500 USD

Subtotal NTE $2,500 USD VAT (if applicable) NTE $2,500 USD

Total Not to Exceed (NTE) for Materials or Equipment – Third option year NTE $2,500 USD

B.8.4 THIRD OPTION YEAR CONCESSIONS AGREEMENT

The Concessions Agreement will be a zero-cost, non-procurement agreement.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

3004 304 Concessions Agreement – ZERO COST $0.00 Third option year Concessions Agreement $0.00

B.8.5 THIRD OPTION YEAR TOTAL

Janitorial Standard Routine Services $

Temporary Additional Services $

Materials or Equipment for Temporary Additional Services NTE $2500 USD

Third Option Year Total $

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B.9 FOURTH OPTION YEAR PRICES

As per paragraph B.4.6, above, insert currency: __________________

B.9.1 FOURTH OPTION YEAR JANITORIAL STANDARD ROUTINE SERVICES

The fixed price for the Fourth option year of the contract (starting on the date stated in the Award letter and continuing for a period of 12 months) is as follows:

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

4001 401 Janitorial Standard Routine Services Month 12 $ $

4001 402 Janitorial Standard Routine Services - NEC Month 12 $ $

4001 403 Janitorial Standard Routine Services – CMR Month 12 $ $

4001 404 Janitorial Standard Routine Services – Musset Month 12 $ $

4001 405 Janitorial Standard Routine Services – Seneca Month 12 $ $

Subtotal $

Total Price for Fourth option year of Janitorial Standard Routine Services $

B.9.2 FOURTH OPTION YEAR JANITORIAL TEMPORARY ADDITIONAL

The Unit Fix Price is:

CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

4002 402 Janitorial Temporary Additional Services SQM 25,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Fourth option year of Temporary Additional

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B.9.3 FOURTH OPTION YEAR MATERIALS OR EQUIPMENT FOR

TEMPORARY ADDITIONAL SERVICES

Materials or Equipment shall be paid only when the Government requested the items to be delivered through a previously approved Task Order.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

4003 403 Materials or Equipment for Temporary Additional Services Not to Exceed per Year NTE $2,500 USD

Subtotal NTE $2,500 USD VAT (if applicable) NTE $2,500 USD

Total Not to Exceed (NTE) for Materials or Equipment – Fourth option year NTE $2,500 USD

B.9.4 FOURTH OPTION YEAR CONCESSIONS AGREEMENT

The Concessions Agreement will be a zero-cost, non-procurement agreement.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

4004 404 Concessions Agreement – ZERO COST $0.00 Fourth option year Concessions Agreement $0.00

B.9.5 FOURTH OPTION YEAR TOTAL

Janitorial Standard Routine Services $

Temporary Additional Services $

Materials or Equipment for Temporary Additional Services NTE $2500 USD

Fourth Option Year Total $

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B.10 6-MONTH PERIOD AS PER 52.217-8

This extended 6 month period will be applicable if the Contracting Officer determines to exercise FAR clause 52.217-8.

As per paragraph B.4.6, above, insert currency: __________________

B.10.1 EXTENDED 6-MONTH PERIOD FOR JANITORIAL STANDARD ROUTINE

SERVICES

The fixed price for the extended 6 month-period of the contract (starting on the date stated in the Award letter and continuing for a period of 6 months) is as follows:

CLIN SUBCLIN Description Units Quantity Price per Month Annual Price

5001 501 Janitorial Standard Routine Services Month 6 $ $

5001 502 Janitorial Standard Routine Services -

NEC

Month 6 $ $

5001 503 Janitorial Standard Routine Services –

CMR

Month 6 $ $

5001 504 Janitorial Standard Routine Services –

Musset Month 6 $ $

5001 505 Janitorial Standard Routine Services –

Seneca Month 6 $ $

Subtotal $ VAT (if applicable) $

Total Price for Extended 6-Month Period of Janitorial Standard Routine

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B.10.2 EXTENDED 6-MONTH PERIOD FOR JANITORIAL TEMPORARY

ADDITIONAL SERVICES

The Unit Fix Price is:

CLIN SUBCLIN Description Units Estimated Quantity

Unit Fix Price

Total Not To Exceed Price

5002 502 Janitorial Temporary Additional Services SQM 25,000 $ $

Subtotal $ VAT (if applicable) $

Total Not to Exceed (NTE) for Extended 6-Month Period of Temporary Additional Services $

B.10.3 EXTENDED 6-MONTH PERIOD MATERIALS OR EQUIPMENT FOR

TEMPORARY ADDITIONAL SERVICES

Materials or Equipment shall be paid only when the Government requested the items to be delivered through a previously approved Task Order.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

5003 503 Materials or Equipment for Temporary Additional Services Not to Exceed per Year NTE $2,500 USD

Subtotal NTE $2,500 USD VAT (if applicable) NTE $2,500 USD

Total Not to Exceed (NTE) for Materials or Equipment – Extended 6- Month Period NTE $2,500 USD

B.10.4 EXTENDED 6-MONTH PERIOD CONCESSIONS AGREEMENT

The Concessions Agreement will be a zero-cost, non-procurement agreement.

CLIN SUBCLIN Description Annual Total Not To Exceed Price

5004 504 Concessions Agreement – ZERO COST $0.00 Extended 6-Month Period Concessions Agreement $0.00

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B.10.5 EXTENDED 6-MONTH PERIOD TOTAL

Janitorial Standard Routine Services $

Temporary Additional Services $

Materials or Equipment for Temporary Additional Services NTE $2500 USD

Extended 6-Month Period Total $

B.11 GRAND TOTAL

Base Year Total $

First Option Year Total $

Second Option Year Total $

Third Option Year Total $

Fourth Option Year Total $

Extended 6-Month Period Total $

GRAND TOTAL $

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SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 JANITORIAL SERVICES

C.1.1 GENERAL

The Contractor shall provide janitorial 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 hallways, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, stairways, sidewalks, and courtyards. The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work in this contract.

Contractor shall provide all tools, equipment, and materials necessary to perform their duties. Contractor shall also provide all expendable supplies. Contractor employees shall be on site only for contractual duties and not for other business purposes.

C.1.1.1 Purposes

Protect and prolong the lifespan of surfaces, furnishings, and equipment.

Contribute to the health and safety of occupants. Remove/reduce any cleaning-related factors that would prevent the use of spaces or access to them. Contribute to the cleaning of spaces that would allow each occupant to perform their duties.

C.1.1.2 Definitions.

APOSHO – Assistant Post Occupational, Safety, and Health Officer.

CDC – The US Centers for Disease Control.

CDMX – Mexico City

Cleaning – A process for removing germs, dirt, and impurities from surfaces or objects. Cleaning using soap (or detergent) and water physically removes 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.

Daily – Means every non-holiday workday as defined by the contract.

Disinfection – The process of killing germs on surfaces or objects. Disinfecting works using chemicals to kill germs on surfaces or objects and should be performed in conjunction with or after Cleaning.

EOB – Existing Office Building

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.

GS-42 – Green Seal® Standard for Commercial and Institutional Cleaning Services

GS-37 - Green Seal® Standard for Cleaning Products for Industrial and Institutional Use

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

NEC - New Embassy Compound. Contains all buildings within this compound.

NOB – New Office Building, refers to the main building in the Embassy compound.

PKG – New Embassy Parking and Utilities building.

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 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.1.1.3 General Instructions.

The Contractor shall prepare general instructions for the work force for all the tasks to be performed as defined in sections C.1.3, Types of Services, at the locations stated in Sections J.2, Exhibit 1 – Locations, and J.3, Exhibit 2 – Service Time Frames. 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. These instructions must be aligned with the Quality Assurance and Surveillance Plan (QASP, Section E.2.1).

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C.1.2 DUTIES AND RESPONSIBILITIES

C.1.2.1 Staffing

The Contractor shall provide qualified work force meeting the contract requirements and compliant with local labor laws. Regularly scheduled training of the qualified workforce shall be a requirement to maintain the standard. The workforce shall be able to provide the services identified in this section.

C.1.2.2 Cleaning in controlled access areas.

Certain areas specified in Sections J.2, Exhibit 1 – Locations, and J.3, Exhibit 2 – Service Time Frames, require an escort and can only be entered during scheduled times for performing janitorial services, which are specified in section C.1.4, Types of Services. The General Instructions shall emphasize security requirements so that accidental security violations do not occur.

C.1.2.3 Routine Cleaning

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 periodically (usually daily) and are specified in sections C.1.3, Types of Services, and Sections J.2, Exhibit 1 – Locations, and J.3, Exhibit 2 – Service Time Frames.

C.1.2.4 Undisrupted cleaning

Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. Schedules for periodic cleaning are specified in Section J.3, Exhibit 2 – Service Time Frames, which describes the different facilities and their schedules for performing duties.

C.1.2.5 Use of cleaning products

All cleaning products and chemicals to be used, as well as all janitorial paper products and trash bags shall meet the requirements of standards specified in this contract and must be approved by the COR before using. Before using any cleaning products, the contractor shall provide samples and SDS/product information for the COR to review. No products may be used onsite without specific COR approval in writing.

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C.1.3 TYPES OF SERVICES

C.1.3.1 Standard Routine Services

The contractor shall provide janitorial services as specified in this contract, within the buildings and spaces listed in Sections J.2, Exhibit 1 – Locations, and J.3, Exhibit 2 – Service Time Frames.

C.1.3.1.1 General Requirements for Standard Routine Services

Standard Routine Services shall include but shall not be limited to the following work and conditions:

(a) Floor and Wall Surfaces

All floor and wall surfaces must be free of soil, dust, cobwebs, spots, fingerprints, litter, and stains. Chair mats, floor mats, and carpeted floors should be free of soil, debris and spots in traffic lanes, under desks and along edges.

(b) Furniture

All desks, chairs, countertops and other furniture, to include chair/table legs, must be free of soil, cobwebs, dust, fingerprints and beverage rings. Desks, chairs and other furniture must be straightened and in their correct position.

Chairs should be pushed up to their desks when unoccupied.

(c) Entrances, Common Areas and Offices

Doorway glass and frames, doors, stairs, ramps, handrails, ceiling vents, elevator walls, doors and tracks, window and glass walls, windowsills and blinds, counters, security screening equipment, shredders, interior signage, photo frames, paintings, extinguishers, wall mounted furniture and décor accessories, office partitions, trash cans and any other item located in common areas and offices must be free of soil, cobwebs, dust, litter, food, fingerprints, streaks, insects, bug marks, adhesives and water stains. Items on desktops such as pictures, adding machines, pencil holders, etc., must

Page | 26 be free of soil, dust, dirt, fingerprints and food. Shredder wastebaskets must be emptied and shredder bag must be replaced when needed.

(d) Break Rooms

Tables, chairs, countertops, sinks, trashcans, cabinets, appliances, vending machines, water cooler dispensers, and water fountains, should be free of soil, mineral deposits, dust, soap, food, drink spills and fingerprints.

(e) Restrooms

Sinks, faucets, toilets, urinals, showers, floor drains, countertops, mirrors, partitions, walls, handicap grab bars, and dispensers must be free of soil, mineral deposits, grime, soap scum, mold, smudges, and buildup around hardware. Trash cans must be emptied, including sanitary containers in stalls.

(f) Gymnasium

Equipment, furniture, accessories, and mirrors must be free of dirt, dust, fingerprints, streaks, insects and adhesives. Disinfecting wipes must be fully stocked.

(g) Trash

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

(h) Supplies

All supplies, including toilet paper, hand towels, soap, air fresheners, toilet seat covers, and sanitary items must be fully stocked.

(i) Janitor closets

All janitor closets must be clean and in order. Supplies and equipment must be stored in appropriate space. Mops, brooms, buckets, spray bottles, dust

Page | 27 pans, and cleaning cloths must be free of soil, sand and rinsed out and stored after use.

(j) Contractor’s Equipment

All cleaning equipment must be free of soil, dust and buildup. Power cords must be coiled and free of cuts and broken plugs. Vacuum filters and bags must be replaced and/or cleaned after use.

C.1.3.1.2 Frequency of Services

Unless otherwise specified in this Section C.1.3, Types of Services, the following are recommended frequencies for cleaning surfaces. The contractor shall estimate the difference between light, medium, and heavy traffic areas:

(a) Carpet Care Maintenance

Traffic Type of Cleaning Frequency

Light traffic area

Spot Vacuuming Daily

Detail Vacuuming Twice a month

Extraction Cleaning Once a year

Medium traffic area

Spot Vacuuming Daily

Detail Vacuuming Once a week

Extraction Cleaning Twice a year

Heavy traffic area

Spot Vacuuming Daily

Detail Vacuuming Twice a week

Extraction Cleaning Every three months

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(b) Rubber Floor Maintenance

Traffic Type of Cleaning Frequency

Heavy traffic area Dust Mopping/Vacuuming Once a day

Damp Mopping Once a day

(c) Hard Floor Surfaces Maintenance

Traffic Type of Cleaning Frequency

Light traffic area

Dust Mopping/Vacuuming Once a week

Damp Mopping Once a week

Scrubbing Twice a month

Medium traffic area

Dust Mopping/Vacuuming Twice a week

Damp Mopping Twice a week

Scrubbing Once a week

Top Scrub Once a year

Strip & Wax Once a year

Heavy traffic area

Dust & Damp Mopping/Scrubbing Once a day

Top scrub Once a year

Strip & Wax Once a year

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(d) Concrete and Asphalt Pavement Maintenance

Traffic Type of Cleaning Frequency

Heavy traffic area Sweeping Once a day

Pressure washing Every three months

(e) Wall Surfaces (All)

Traffic Type of Cleaning Frequency

Any traffic area Spot cleaning As needed

(f) Restrooms, Showers, and Change Rooms

Traffic Type of Cleaning Frequency

Medium traffic area Standard Routine Services Once a day

Deep cleaning Twice a month

Heavy traffic area Standard Routine Services Twice a day

Deep cleaning Once a week

(g) Windows and Glass Walls Schedule

Traffic Type of Cleaning Frequency

All areas Spot cleaning Daily

Deep cleaning Once a week

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(h) Façade Glass and Frames

Traffic Type of Cleaning Frequency

All areas Deep cleaning Twice a year

(i) Furniture

Traffic Type of Cleaning Frequency

All areas Standard Routine Services Daily

(j) Access Awning

Traffic Type of Cleaning Frequency

Awnings – Musset Location only

Pressure washing Once a month

(k) Galvanized metal roof and walls

Traffic Type of Cleaning Frequency

All areas (if applicable)

Pressure washing Twice a month

C.1.3.1.3 Special Considerations

(a) 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.

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(b) 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) Ambassador’s office drinkware, coffee maker and serveware

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, for grounds and filter system, 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. For pod system, refer to the manufacturer’s instructions for disposing of pods and periodic cleaning. These activities shall be performed daily.

(d) 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 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.

(e) Drinking fountains and bottle-filling stations

Wash drinking fountains, water cooler/dispensers, and bottle-filling stations in accordance with section 2.2.4.2, Cleaning surfaces touched by hands, of the Green Seal® Standard for Commercial and Institutional Cleaning Services (GS-42), attached. These activities shall be performed daily.

(f) 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.

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(g) Cafeteria floor deep cleaning (NEC only)

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.

(h) Waste Collection & Recycling

i. Waste Collection

The contractor is responsible for collecting all waste from each bin or receptacle located in all interior and exterior areas of the NEC and placing them in the Trash Storage room located in the PKG building.

The contractor is responsible for lining all bins with the appropriate bags after having sanitized the bins. The periodicity of such collection would be described in detail in the contractor’s schedule (see C.1.4.2).

ii. Waste 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.

(i) 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.

(j) Window Cleaning Services

Inside and outside window cleaning service shall be performed by Contractor’s trained technicians. Glass should be washed, scrubbed, and

Page | 33 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 U.S. Army Corps of Engineers Headquarters > Missions > Safety and Occupational Health > Safety and Health Requirements Manual.

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

C.1.3.2 Temporary Additional Services

Temporary Additional Services are defined as Standard Routine Services required to be performed under conditions not described in the contract at any time at any U.S. Government property in Mexico City. The Contractor shall provide these services in addition to the scheduled services specified in paragraph C.1.4.1 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.1.4 JANITORIAL SERVICES – MANAGEMENT AND SUPERVISION

C.1.4.1 Contractor Management.

C.1.4.1.1 Customer Service Representative

The Contractor shall designate an on-site customer service representative(s) who shall be the focal point(s) for the Contractor and the main point of contact with U.S.

Government personnel during official embassy business hours. The Customer Service Representative(s) 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(s) shall have customer service as their sole function.

https://www.usace.army.mil/Missions/Safety-and-Occupational-Health/Safety-and-Health-Requirements-Manual/ https://www.usace.army.mil/Missions/Safety-and-Occupational-Health/Safety-and-Health-Requirements-Manual/

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

Name:

Telephone Number(s):

E-mail:

*Note to Offeror: Enter the Name, Telephone Number and Email Address of the designated Customer Service Representative.

(a) Language Requirement

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 matters of this contract. The Contracting Officer reserves the right to request proof of language if needed.

(b) Other Responsibilities

Customer Service Representative(s) are also responsible for preparing and promptly handing over/submitting all deliverables requested in this contract to the Contract Officer Representative COR.

C.1.4.1.2 Administrative and Supervisory Structure

In addition to the Customer Service Representative(s), the Contractor shall establish a supervisory and management structure, 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 Assurance and Surveillance Plan. The Contractor shall share the final list of these positions, hours, and schedules with 30 calendar days of Award.

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(a) Changes to Administrative and Supervisory Structure

Before making any changes to administrative and supervisory structure, the Contractor shall submit the proposed changes to the COR for approval. No changes can be made without prior approval from the COR.

C.1.4.2 Schedules

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

C.1.4.2.1 Working Days and Times

Working days and work force shifts shall be in accordance with the times in Section J.3, Exhibit 2 – Service Time Frames.

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

C.1.4.2.2 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 Standard Routine Services provided under the contract.

C.1.4.2.3 Double Shifts

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

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C.1.5 STANDARDS

The contractor shall use section 2.3 of Green Seal® Standard for Commercial and Institutional Cleaning Services (GS-42), attached, which establishes environmental and health requirements for the janitorial services being contracted.

C.1.6 SITES

The Contractor shall work on the following sites:

C.1.6.1 New Embassy Compound – NEC

C.1.6.1.1 Offices

New Embassy Compound offices are comprised of 7 levels (2 below grade, 5 above grade) of office building, with interior courtyards.

C.1.6.1.2 Parking Garage

New Embassy Compound Parking Garage is comprised of 2 sections: One 3-level section with 150 parking spaces, and one 4-level section with 500 parking spaces.

C.1.6.1.3 Exteriors

Exteriors are usually stone or pavement with planters, walkways, and benches.

NEC Area

New Embassy Compound Offices 43,160.84 m²

New Embassy Compound Parking Garage 28,982.83 m²

New Embassy Compound Exteriors 12,039.89 m²

Total Cleanable Spaces 84,357.98 m²

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C.1.6.2 Chief of Mission Residence – CMR

The Chief of Mission Residence (CMR) is comprised of a large residence with extensive outdoor spaces, parking, terraces, corridors, etc. on the ground level, and open air terraces on the 1st floor.

CMR Quantity Area

Offices 3 76.66 m²

Restrooms, Showers, etc. 5 112.99 m²

Open Air Terraces, Corridors 9 1,100.24 m²

Parking, Roadway, etc. 1 867.23 m²

Open Air Terraces, Corridors 1 122.36 m²

Total CMR 2,279.48 m²

C.1.6.3 Musset Complex

The Musset Complex is comprised of a multi-unit, residential apartment complex with large open air spaces, a basement level, 4 levels of apartment units, and a roof.

Musset Complex Quantity Area

Corridors, Stairs, etc. 2 54.73 m²

Parking, Roadway, etc. 1 1,825.87 m²

Offices 2 203.20 m²

Restrooms, Showers, etc. 5 26.48 m²

Open Air Terraces, Corridors 8 696.27 m²

Parking, Roadway, etc. 1 537.33 m²

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Musset Complex Quantity Area

Gymnasium 1 71.15 m²

Open Air Terraces, Corridors 3 613.44 m²

Corridors, Stairs, etc. 1 9.39 m²

Total Musset 4,037.86 m²

C.1.6.4 Seneca Building

The Seneca Building is a residential apartment building with a basement level, 4 levels of apartment units, and a roof.

Seneca Building Quantity Area

Corridors, Stairs, etc. 2 5.13 m²

Restrooms, Showers, etc. 1 2.32 m²

Parking, Roadway, etc. 1 407.74 m²

Corridors, Stairs, etc. 1 13.16 m²

Restrooms, Showers, etc. 1 2.12 m²

Open Air Terraces, Corridors 1 38.28 m²

Corridors, Stairs, etc. 3 34.92 m²

Corridors, Stairs, etc. 1 13.23 m²

Open Air Terraces, Corridors 1 60.00 m²

Total Seneca 576.90 m²

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C.1.6.5 Warehouse

The Warehouse is a large storage facility with shelving and wide corridors used for storing different types of materials and items.

Seneca Building Quantity Area

Offices 1 142.00 m²

Corridors, Stairs, etc. 10 1,689.00 m²

Restrooms, Showers, etc. 2 57.00 m²

Parking, Roadway, etc. 1 228.00 m²

Offices 1 157.00 m²

Restrooms, Showers, etc. 1 7.00 m²

Total Warehouse 2,280.00 m²

C.1.7 TYPES OF SURFACES

C.1.7.1 Floors

C.1.7.1.1 Anti-Fatigue Flooring

Recycled rubber flooring, 3/8” thickness.

(a) Daily/Regular Cleaning

i. Sweep, dust mop, or vacuum floor to remove surface soil, debris, sand, and grit.

ii. Damp mop with a microfiber mop or auto-scrub with a soft nylon brush or microfiber mop using low foam cleaner.

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C.1.7.1.2 Carpet Tiles

25cm x 1m skinny planks carpet tiles.

(a) Cleaning Requirements

Traffic Soil Rating

Regular Cleaning Preventive Periodic Cleaning

Vacuuming Spot Cleaning

Interim Maintenance

(Between Restorative)

Restorative Cleaning

Light <500 foot traffics per day

1 to 2x per week

Daily or as soon as spots are noticed

1 to 3x annually 1 to 2x annually

Medium (moderate) 500-1000 foot traffics per day.

Daily in traffic areas.

Overall, 3 to 4x per week

Daily or as soon as spots are noticed

3 to 6x annually 2 to 4x annually

Heavy 1000 – 2500 foot traffics per day.

Daily in traffic areas.

Overall, 4 to 7x per week

Daily or as soon as spots are noticed

6 to 12x annually 3 to 6x annually

Very Heavy >2500 foot traffics per day

1 to 2x daily in traffic areas.

Overall 7x per week

Daily or as soon as spots are noticed

12 to 52x annually

6 to 24x annually

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C.1.7.1.3 Cork

24” x 24” cork flooring with a matte polyurethane coat.

(a) Daily And Weekly Care

Keep the floor surface free of dirt and grit through daily dust mopping. Clean up spills and excess water as soon as possible. When required, damp mop the floor using a well wrung out mop with floor cleaner. Never flood the floor surface with any liquid or use harsh or abrasive cleaners. Excess or standing water can damage a cork floor.

C.1.7.1.4 Polyurethane finished floors:

Polyurethane finished floors may be buffed to remove scuffs and restore the visual aspect of the finish. Buff only a clean floor, as dirt and grit can permanently scratch the polyurethane finish during the buffing process. Dry buff the floor, using a white polishing pad on a low speed (175-600 RPM) rotary buffing machine. Do not use any type of buffing compound, wax or liquid on the floor. Buffing is optional;

however, it can enhance the look of your cork floor.

C.1.7.1.5 Epoxy Terrazzo

1/4” thick, comprised of epoxy and natural stone and aggregates.

(a) Daily Maintenance

i. Dust mop with clean non-oily dust mop of size to suit floor area.

ii. Remove fine dust particles from mop frequently by vacuum hose.

iii. Remove any wet spillage by damp mopping.

(b)

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(c) Periodic Maintenance

i. Damp mop the surface with an All-Purpose cleaner according to label instructions.

ii. Polish with polishing pad brush to remove scuff marks. Dust mop surface after polishing.

iii. If floor finish is wearing in traffic areas, wet mop with an All- Purpose cleaner.

C.1.7.1.6 Floor Tile

24” x 48” porcelain tile.

(a) Regular Cleaning

Regular, basic cleaning with warm water and mild soap is sufficient to keep floors looking good. You can also use gentle, every day, multipurpose spray cleaner to remove soap scum, hard water deposits, and mildew. Do not use cleaning products that contain acids or ammonia (and other harsh chemicals) as these can damage grout and glazed surfaces of the tile. Choose products that are compatible with your grout to avoid damage or discoloration of the grout. Always dry the porcelain thoroughly after cleaning.

(b) Periodic Cleaning

Grout needs to be cleaned on a periodic basis to remove any surface buildup.

Routine grout cleaning can be done with a daily concentrated household or commercial cleaner depending on the application. When heavy-duty grout cleaning is required, you will need to use a professional strength tile and grout cleaner that is capable of removing grease, soap scum, oils, mildew stains, algae, and synthetic or acrylic waxes from the grout joints. Select a product that does not contain polluting chemicals and is low VOC.

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C.1.7.1.7 Linoleum

Natural surfacing material linoleum flooring.

(a) Regular Cleaning

The frequency of regular cleaning method will depend on the amount of traffic, soiling levels, desired appearance, and hygiene standards.

i. Remove dust and loose dirt by vacuum cleaning, sweeping, or mopping.

ii. Remove spots, stains and spillages with a damp mop and a neutral floor cleaner.

(b) As Required

i. Spray-clean the floor with a rotary machine (150-300 rpm), a 3M red pad or equivalent and neutral floor cleaner.

(c) Periodic Maintenance

The following maintenance actions should be used when needed to maintain a satisfactory level of appearance.

i. Remove dust and loose dirt by vacuum cleaning, sweeping, or mopping.

ii. Remove spots, stains and spillages with a damp mop and a neutral floor cleaner.

iii. Spray Buff the floor with a rotary machine (300-500 rpm) and a 3M red pad or equivalent using a buffable floor maintainer to remove gloss irregularities and provide an even appearance.

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C.1.7.1.8 Painted Concrete

Concrete with 1/8” liquid rubber latex polymers incorporating dehydrating powders, vulcanizers and special aggregates for waterproofing.

(a) Cleaning Requirements

Wash with a mild cleaning solution. Use a brush to remove tough, ground-in soil, stubborn stains, or residual compounds. Rinse thoroughly with clean water.

Regular cleaning will prevent build-up of residue, which can make the floor coating slippery when wet.

C.1.7.1.9 Rubber Tile

12mm thick recycled SBR rubber tiles of 48” width rolls.

(a) Daily Cleaning

i. When flooring is in use, it should be swept or dry vacuumed daily.

(b) Once A Month

i. Prepare a cleaning solution of three (3) ounces of mild soap for each gallon of water.

ii. DO NOT use highly alkaline or acidic soap/detergent.

iii. DO NOT use soap/detergent that contains oils or solvents.

iv. Always check for compatibility and performance prior to cleaning by testing the cleaning solution on uninstalled flooring or in an inconspicuous area before applying the cleaning solution to the entire floor.

v. Scrub/mop the flooring with the cleaning solution as follows:

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vi. For small area installations, use a deck brush.

vii. For large area installations, use a 22-gauge flagged nylon bristle brush on a single disk scrubbing machine.