19TC1019R0002_-_Janitorial_Services_Solicitation.pdf

SOLICITATION

DOCUMENT

United States Embassy Abu Dhabi, United Arab Emirates

Janitorial Services

Solicitation No.: 19TC1019R0002

Contracting and Procurement Office American Embassy

P.O. Box 4009 Embassies District Area

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR7903020

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19TC1019R0002

6. SOLICITATION ISSUE DATE

April 4, 2019

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

David H. Haskett

b. TELEPHONE NUMBER(No collect calls)

02-4142441

8. OFFER DUE DATE/ LOCAL

TIME

May 6, 2019 4 pm (local time)

9. ISSUED BY CODE 19TC10 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

Contracting Office SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

U.S. Embassy

P.O. Box 4009

Abu Dhabi, United Arab Emirates

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS: 561720

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 19TC10 16. ADMINISTERED BY CODE 19TC10

Contracting Officer

P.O. Box 4009

Contracting Officer

P.O. Box 4009

Abu Dhabi, United Arab Emirates

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

Financial Management Center

U.S. Embassy

P.O. Box 4009

CODE

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

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

1.

2.

3.

4.

5.

See Section 1 in this solicitation for details

Base Year

First Option Year

Second Option Year

Third Option Year

Fourth Option Year

Month

Month

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

25. ACCOUNTING AND APPROPRIATION DATA

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

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

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _3___

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

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

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

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

TO ITEMS:

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

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

30c. DATE SIGNED

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

David H. Haskett

31c. DATE SIGNED

April 4, 2019

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

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

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Solicitation: Janitorial services Page 3 of 71

TABLE OF CONTENTS

Section 1 - The Schedule

SF 1449 cover sheet

Continuation To SF-1449, RFP Number 19TC1019R0002, Prices, Block 23

Continuation To SF-1449, RFP Number 19TC1019R0002, Schedule Of

Supplies/Services, Block 20 Description/Specifications/Work Statement

Attachment 1 to Description/Specifications/Performance Work Statement, Government Furnished Property

Attachment 2 to Description/Specifications/Performance Work Statement, Quality

Metrics

Attachment 3 to List of Required Equipment

Attachment 4 to List of Required Supplies

Section 2 - Contract Clauses

Contract Clauses

Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part

Section 3 - Solicitation Provisions

Solicitation Provisions

Addendum to Solicitation Provisions - FAR and DOSAR Provisions not

Prescribed in Part 12

Section 4 - Evaluation Factors

Evaluation Factors

Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in

Part 12

Section 5 - Representations and Certifications

Offeror Representations and Certifications

Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

Solicitation: Janitorial services Page 4 of 71

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449,

RFP NUMBER 19TC1019R0002

PRICES, BLOCK 23

1. PRICES AND PERIOD OF PERFORMANCE

The Contractor shall perform janitorial work, including furnishing all labor, material, equipment and services, for the U.S. Embassy, Abu Dhabi. The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price per month for standard services and a fixed rate per square meter for any temporary additional services that have been satisfactorily performed.

After contract award and submission of acceptable insurance certificates, the Contracting

Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from start date listed in Notice to Proceed unless the

Contractor agrees to an earlier date) on which performance shall start.

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

Minimum: The Government shall place orders totaling a minimum of 100 square meters.

This reflects the contract minimum for the base year and option period.

Maximum: The amount of all orders shall not exceed 1000 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

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

1.1 VALUE ADDED TAX

Value Added Tax (VAT) is not applicable to this contract and shall not be included in the

CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

Solicitation: Janitorial services Page 5 of 71

1.2. Base Year

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

Price per Month Quantity of Months Price per Year

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

Price per Square Meter

Estimated Quantity of

Square Meters

Total Temporary Additional

Services Not to Exceed per

Year

1,000

C. Total Price for Base Year = A+B

1.3. Option Year 1 Prices (Option Term: Twelve (12) Months)

A. Standard Services. The firm fixed price for Option Year 1 of the contract is:

Price per Month Quantity of Months Price per Year

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

Price per Square Meter

Estimated Quantity of

Square Meters

Total Temporary Additional

Services Not to Exceed per

Year

C. Total Price for Option Year 1 = A+B

1.4. Option Year 2 Prices (Option Term: Twelve (12) Months)

A. Standard Services. The firm fixed price for Option Year 2 of the contract is:

Estimated Quantity of

Square Meters

Total Temporary Additional

Services Not to Exceed per

Year

C. Total Price for Option Year 2 = A+B

Solicitation: Janitorial services Page 6 of 71

1.5. Option Year 3 Prices (Option Term: Twelve (12) Months)

A. Standard Services. The firm fixed price for Option Year 3 of the contract is:

Estimated Quantity of

Square Meters

Total Temporary Additional

Services Not to Exceed per

Year

C. Total Price for Option Year 3 = A+B

1.6. Option Year 4 Prices (Option Term: Twelve (12) Months)

A. Standard Services. The firm fixed price for Option Year 4 of the contract is:

Estimated Quantity of

Square Meters

Total Temporary Additional

Services Not to Exceed per

Year

C. Total Price for Option Year 4 = A+B

1.7 Grand Total of Base and All Option Years

Base Year Total AED

Option Year 1 Total AED

Option Year 2 Total AED

Option Year 3 Total AED

Option Year 4 Total AED

GRAND TOTAL- BASE AND ALL OPTION YEARS AED

Solicitation: Janitorial services Page 7 of 71

CONTINUATION TO SF-1449,

RFP NUMBER 19TC1019R0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE OF WORK

The purpose of this fixed price contract is to obtain janitorial services for real property owned or managed by the U.S. Government at U.S. Embassy, Abu Dhabi. The

Contractor shall provide janitorial services for the U.S. Embassy in Abu Dhabi, UAE.

Contractor shall perform the services in all designated spaces including, but not limited to hallways, offices, restrooms, work areas, entrance ways, cafeteria, visitor lobbies, storage areas, elevators, stairways, industrial areas and exterior guard / police booths. Estimated total of the floor area for performance of the cleaning services is: 14,095 square meters.

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. Contractor shall employ skilled and qualified work force to perform the work of this contract.

The Contractor shall furnish materials, equipment and tools necessary to accomplish the work in this contract.

1.1 General Instructions

The Contractor shall prepare General Work Instructions for the work force to accomplish work in this contract. These instructions shall include general methods, safety considerations that includes but not limited to risk assessment and Safety Plan for all requested activities, materials, equipment, tools, training information to cleaners etc. for each type of work in this contract. Contractor shall provide drafts of the work instructions to the Contracting Officer's Representative (COR) for review within thirty days after contract award. The COR must approve these drafts before issuance of the work instructions to the work force.

1.2 Duties and Responsibilities

1.2.1 Certain areas in Embassy require a security escort and can only be entered during scheduled times. Contractor shall coordinate with COR for work schedule in these areas.

The Regional Security Office (RSO) at Embassy provides security requirements. General

Work Instructions shall emphasize the security requirements so that accidental security violations do not occur.

1.2.2 The 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 of the facility. These are to be performed on a daily basis. The daily

Solicitation: Janitorial services Page 8 of 71 work schedule may include some activities that start before the facility opens for normal business.

1.2.3 The Contractor shall schedule periodic cleaning requirements so that these cause minimal disruption to normal operations of the facility. Contractor shall coordinate with

COR to determine the schedules which meet the needs of the facility. The periodic cleaning schedule may include some activities that need to be done outside of normal business hours of the Embassy.

1.2.4. Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal work schedule to support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in this contract. The COR shall order these services on an as needed basis.

This work shall be performed by Contractor trained employees, and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24 hour advance notice.

1.2.5 The Contractor shall include in its next regular invoice details of the temporary additional services and, if applicable, materials, provided and requested under temporary additional services. The Contractor shall also include a copy of the COR’s written confirmation for the temporary additional services.

1.2.6 The Contractor shall bear complete responsibility for management of work at site.

The Contractor shall assign a Supervisor / Coordinator to represent the Contractor and to manage the performance of work at site. The Supervisor / Coordinator shall have adequate English language skills to be able to communicate with CO and COR.

1.2.7 The Contractor shall carry out all requested activities described in the SOW and in case Contractor deputes portion of the activities to a sub-contractor; then this should be done by prior approval from the requesting office representative/s.

1.2.8 The Contractor shall bear complete responsibility and management control for the sub-contracted services and shall not depute the sub-contractor to represent the Contractor in dealings with the Embassy.

1.2.9 The Contractor shall bear complete responsibility for safe performance of work at site and comply with all local laws pertaining to construction labor and safety. In addition, the safety requirements relative to this SOW as contained in the USACE

Manual EM 385-1-1 shall apply. In case of a conflict between the local laws and the requirements of EM 385-1-1, the stringent of the two shall apply. A soft copy of the

USACE Manual EM 385-1-1 is available in the following link:

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_3

85-1-1_English_2003.pdf http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_English_2003.pdf http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_English_2003.pdf

Solicitation: Janitorial services Page 9 of 71

1.2.10 The Contractor shall prepare and implement a safety management plan specific to the SOW based on hazards analyses of the activities. A copy of the safety management plan shall be provided to the COR for reference. The Contractor shall promptly report all mishaps / accidents at site to the COR.

1.2.11 The Contractor shall prepare and implement a quality management plan specific to the SOW. The plan shall describe the standard operating procedures for cleaning methods, utilization of cleaning equipment, chemicals and its associated materials. A copy of the quality management plan shall be provided to the COR for reference.

1.2.12 The Contractor shall comply with security requirements and be responsible for conduct of employees and subcontractors at work site.

1.2.13 The Contractor shall be liable for the damages caused by the Contractor's negligent performance of any of the services furnished under this contract.

1.2.14 At the end of each work day, the Contractor needs to make sure the key/s that were collected from Post 1 / FM office, are duly returned back to the concerned offices and cleaning equipment and/or its associated tool, materials are secured at the appropriate place.

1.3 Types of Services

Standard Services shall include the following work:

1.3.1 Minimum Daily Cleaning Requirements shall consist of:

1.3.1.1 Sweeping all floor areas including damp mopping of areas such as tile, linoleum, marble floors, staircases, elevators, industrial areas, and public areas. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. Chairs, trash receptacles, and easily moveable items shall be tilted or moved to clean underneath. The frequency may be higher than once per day when it is rainy or dusty. When completed, the floor and halls shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

1.3.1.2 Dusting and cleaning all furniture and equipment including desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, computers and screens, lamps and other common things found in an office environment. When completed, all items shall be free of dust, dirt and sticky surfaces / areas.

1.3.1.3 Vacuuming all rugs and carpets, runners, and carpet protectors so that they are free from dust, dirt, mud, etc. When completed, the area shall be free of all litter, lint, loose soil and debris. Any chairs, trash receptacles, and easily moveable items shall be moved to vacuum underneath, and then replaced in the original position.

Solicitation: Janitorial services Page 10 of 71

1.3.1.4 Thorough cleaning of toilets, bathrooms, mirrors, shower facilities, pantries and cafeteria (excluding kitchen) using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall refill toilet paper towels and/or paper rolls for the hand towel equipment, toilet seat

(paper) covers, paper cups, and soap (See requirement for Green cleaning products). The

Contractor shall check those areas used by personnel visiting the chancery several times daily to ensure that the supplies are adequate and the facilities are always clean and neat.

1.3.1.5 Emptying all wastepaper baskets, ashtrays and washing or wiping them clean with a damp cloth, replacing plastic wastepaper basket linings and returning items where they were located (See requirement for recycling).

1.3.1.6 Cleaning of glasses, cups, and coffee services in conference facilities and in the

Ambassador's office area. The Contractor shall clean the items in hot soapy water and rinse, dry and polish so that a presentable appearance is maintained.

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

1.3.1.8 Removing trash to designated area within the facility as directed by the COR, and keeping trash area in a reasonably clean condition. The Contractor shall remove trash more than once daily to ensure that the trash cans are not overflowing and the facilities are always clean and neat.

1.3.1.9 Removing trash from the designated trash area in the facility and legally dispose outside the facility on daily basis. The Contractor shall be responsible for coordinating the trash disposal in accordance with local Municipality rules.

1.3.1.10 Cleaning of elevator call buttons, push bars on doors, door handles, drinking water fountains and such metal surfaces, that are handled multiple times daily, with approved disinfectant.

1.3.1.11 Skimming of debris from top of water surfaces of interior and exterior fountains.

1.3.2 Minimum Periodic Cleaning Requirements shall consist of:

1.3.2.1 Polishing all brass and metal surfaces including door and window handles, plaques and elevators.

1.3.2.2 Dusting tops of tall furniture, tops of picture frames and areas not covered in daily dusting.

1.3.2.3 Spot cleaning baseboards and walls.

Solicitation: Janitorial services Page 11 of 71

1.3.2.4 Spot waxing and polishing floors as needed.

1.3.2.5 Shampooing (small area spot clean; as needed) carpets.

1.3.2.6 Dusting window sills and blinds.

1.3.2.7 Cleaning shutters as required.

1.3.2.8 Sweeping and washing terraces and balconies to remove all accumulated dirt and debris.

1.3.2.9 Change drinking water bottles on water coolers as needed, where water is provided by U.S. Government, but before dispenser is completely empty. Bottled drinking water for offices is not provided by U.S. Government, so individual office occupants procure and move bottles. Where bottled water is supplied by the U.S. Government, the

Contractor shall move water bottles from a designated supply point near compound entrance in the facility.

1.3.2.10 Cleaning of exterior water fountain basin, checking water level, chemical treatment / testing of water, skimming water surface of debris, power washing fountain basins and structures. Water should remain clear, clean and free of any biological buildup.

1.3.2.11 Cleaning of interior water feature basins, checking water levels, chemical treatment / testing of water, skimming water surface of debris, washing fountain basins and structures. Water should remain clear, clean and free of any biological buildup.

1.3.3 Minimum Monthly Cleaning Requirements shall consist of:

1.3.3.1 Cleaning major office appliances / equipment inside and out including vacuuming dust from around motor areas.

1.3.3.2 Wiping window blinds with a damp cloth to ensure that all smudges are removed.

1.3.3.3 Cleaning inside window glass and sash of smudges and accumulated dirt.

1.3.3.4 Moving all furniture and vacuuming or polishing the floor under the furniture.

1.3.4 Minimum Quarterly Cleaning Requirements shall consist of:

1.3.4.1 Shampooing the entire surface of carpets in the high traffic areas. Minimal water shall be used such that water does not penetrate the carpet joints on to the metal floor tiles. This is important in order to protect the floor against corrosion.

1.3.4.2 Cleaning and sanitizing the trash holding area.

Solicitation: Janitorial services Page 12 of 71

1.3.4.3 Dusting and wiping interior light fixtures and chandeliers. When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks. Notify COR of any light bulb replacement requirements.

1.3.5 Minimum Annual Cleaning Requirements shall consist of:

1.3.5.1 Stripping wax coats and seal coats to the bare floor surface; cleaning the bare surface, and reapplying a seal coat.

1.3.5.2 Shampooing carpets in all areas.

1.3.5.3 Cleaning all chandeliers and light fixtures using appropriate methods to restore the original luster to the fixtures. This will include ensuring that all crystal reflectors are individually washed.

1.4 Green Cleaning Products:

1.4.1 Green cleaning products protect environmental health and indoor environmental quality. Unlike conventional cleaning products, they contain no carcinogens or chemicals that may cause reproductive health problems, or irritate the eyes or skin, and contain reduced concentrations of VOC that diminish indoor air quality. Green cleaning products minimize the introduction of pollutants into building without compromising product performance or maintenance cost.

1.4.2 The Contractor shall use Green certified cleaning products which have been tested for toxicity, biodegradability, air quality degradation, and their potential to negatively impact human health and environment. These products often have citrus, oxygen, soy or other biodegradable base vehicle. The Contractor shall provide product data to COR for all Green Cleaning products (refer attachment 4 for requirement) before contract award.

Following are the criteria for evaluating alternative cleaning products:

1.4.2.1 Use Green Seal GS-37 certified (or equivalent certified) standard cleaning products

1.4.2.2 Use products that meet products that meet California Code of Regulations maximum allowable VOC (Volatile Organic Compounds) levels for flooring, such as carpet cleaners, floor finishes or stripers.

1.4.2.3 Use disposable janitorial paper products and trash bags that meet the minimum requirements of the US EPA’s Comprehensive Procurement Guidelines.

1.4.2.4 Construct a matrix to assist in the evaluation of alternative products and provide a quick comparison or product attributes, applicable standards, and relative cost / value metrics.

Solicitation: Janitorial services Page 13 of 71

1.4.3 Equipment (refer attachment 3 for requirement): When Existing equipment is in need of replacement, consider the following guidelines:

1.4.3.1 Use vacuum cleaners that meet Carpet and Rug Institute “Green Label” Testing

Program – Vacuum Cleaners Criteria and that are capable of capturing 96% of particulates 0.3 microns in size, and that operate with a sound level less than 70dBA.

1.4.3.2 Select hot water extraction equipment for deep cleaning carpets capable of removing sufficient moisture such that carpets can dry in less than 24 hours

1.4.3.3 Use powered maintenance equipment including floor buffers, burnishers and automatic scrubbers equipped with vacuums, guards and/or other devices for capturing fine particulates, and that operate with sound level less than 70dBA.

1.4.3.4 Choose automated scrubbing machines equipped with variable-speed feed pumps to optimize use of cleaning fluids.

1.4.3.5 Use active microfiber technology to reduce cleaning chemical consumption.

1.4.3.6 Select ergonomically designed power equipment to minimize vibration, noise, and user fatigue.

1.4.3.7 Select equipment with rubber bumpers to reduce potential damage to building surfaces.

1.4.4 The janitorial equipment shall be stored such that facility occupants’ exposure is reduced.

1.5 Recycling

1.5.1 The Contractor shall establish a recycling program in accordance with Abu Dhabi

Municipality / Third Party guidelines. Contractor shall provide details to COR for review of the program and coordination with facility users. At a minimum, the following materials should be part of an effective recycling program: paper, glass, plastics, cardboard, and metals.

1.5.2 Recycling, in the form of inherent value of the recycled materials, may accrue economic benefits to the Contractor.

2.0 MANAGEMENT AND SUPERVISION

2.1 The Contractor shall designate a full time on-site representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. This supervisor shall be the focal point for the Contractor and shall be the point of contact with

Solicitation: Janitorial services Page 14 of 71

U.S. Government personnel. The supervisor shall have sufficient English language skill to be able to communicate with members of the U.S. Government staff. The supervisor shall have supervision as his or her sole function. The on-site supervisor will be issued a cell phone by the contractor for professional communication purposes during normal duty hours.

2.2 The Contractor shall prepare and maintain work 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. The work schedules shall be submitted to COR for both the daily routine and the periodic cleaning activities, also indicating total personnel on site and their work hours. For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan as to the personnel to be used and the time frame to perform the service.

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

2.4 The Contractor shall develop and maintain a quality control program to ensure janitorial services are performed in accordance with quality performance requirements stated in this performance based contract document. The Contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. Services frequency schedules need to be forwarded COR on monthly basis. As minimum the Contractor shall develop quality control procedures to address all cleaning requirements identified in this SOW. Service will be rated on a 1-5 scale with 3 being contract acceptable. On a monthly basis if average quality control scores fall under 3.0 the

Contractor will be evaluated as not performing to contract specification. The Contractor shall develop metrics to measure the performance and identify corrective action items.

See attached metrics criterion for scoring the services.

2.5 The Contractor shall follow cleaning procedure/practices for FEBR doors at the

Compound, as directed by Embassy COR or his representative.

2.6 The Contractor shall make sure the duty site supervisor and cleaners are in well cleaned and washed uniform. The color and model of the uniform shall be approved by

Embassy.

2.6 The contractor shall control overtime through efficient use of the work force.

Individual work schedules shall not exceed 48 hours per week to preclude overtime being part of the standard services provided under the contract. Overtime may be necessary under Temporary Additional Services.

Solicitation: Janitorial services Page 15 of 71

2.7 Trainings:

2.7.1 The Contractor shall conduct monthly training/s (at least one) to all workers at site to make sure to follow Contractor’s Standard Operating Procedure (SOP) to accomplish the expected quality service. The training shall also include but not limited to guide the workers to maintain standard work practices, personal hygiene, use of appropriate clean uniforms, PPEs and to follow safety practices on handling chemicals / solvents related to cleaning, at all times.

2.7.2 The Contractors shall ensure cleaners are trained to handle the equipment that

Contractors provided to the site for the intended service.

2.7.2 The cleaners who are assigned to do cleaning work in Health unit required to attend yearly training on handling Blood borne pathogens related wastes/disposable materials, provided by Embassy Health unit.

2.7.3 The Contractor’s personnel and their work practices shall be inspected by Embassy

Assistant Post Occupational Safety Health officer (APOSHO) to make sure the standard

Safety work practices are followed at all times. APOSHO shall provide Safety and hygienic trainings to the cleaners.

3.0 LOCATIONS FOR JANITORIAL SERVICES

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

Building Name Built-up

Area

Notes

Office

Building

10,761

Square

Meter

This is a six floor levels building. Office space area is

6,177 Square Meters and balance area comprises of general spaces including hallways, three stairways, three elevators, cafeteria, meeting rooms, public lobbies, recreation rooms, twenty nine restrooms with ninety eight plumbing fixtures such as toilets / urinals / washbasins / showers seven pantries and two water fountains.Of the total built-up area of the building, approximately 42% space areas require security escorts for access as defined in para 1.2.1 of statement of work.

Warehouse 1,066

Square

Meter

This is a single floor level building. Of the total built-up area, 108 square meters space area is offices and the balance is stores, maintenance workshops and mechanical rooms.

Utility

Equipment

Rooms

1,829

Square

Meter

These are single floor level buildings around the compound.

Solicitation: Janitorial services Page 16 of 71

Compound

Access

Facilities

386 Square

Meter

These are single floor level buildings. These comprise public areas, guard booths and three restrooms with six plumbing fixtures such as toilets/washbasins.

Guard & Police

Booths

53 Square

Meter

These are single prefab caravan / buildings. One of these buildings has two restrooms with two plumbing fixtures and an ablution area with washbasin.

4.0 PERSONNEL

4.1 General. The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by

Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

4.2 Standard of Conduct

4.2.1 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).

4.2.2 Neglect of duties shall not be condoned. The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

4.2.3 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

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

4.2.5 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

Solicitation: Janitorial services Page 17 of 71 unauthorized use of Government property, theft, vandalism, or immoral conduct;

unethical or improper use of official authority or credentials;

security violations; or organizing or participating in gambling in any form.

4.2.6 Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys. Where it is determined that the

Contractor or its agents have duplicated a key without permission of the COR, the

Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

4.3 Notice to the Government of Labor Disputes. The Contractor shall inform the

COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

4.4. Personnel Security

4.4.1 After award of the contract, the Contractor shall provide information on each employee who will be working under the contract. Contractor shall include a list of workers and supervisors assigned to this project. Furnish passport copy, residence visa / work visa copy, and completed Form DS 174 for each of the personnel to facilitate clearance by Regional Security Office. The Government will run background checks on these individuals. It is anticipated that it will take four (4) weeks to perform the background checks. Each of the personnel will be required to obtain Police Clearance

Certificate as part of the background checks.

Full Name

Place and Date of Birth

Current Address

Passport copy

4.4.2 The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the

US Government and shall be returned at close of business every day. The Contractor is responsible for informing the Government when an employee leaves Contractor service.

The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

4.4.3. The Contractors are encouraged to keep standby crew members who are issued with Embassy identity cards to maintain the continuity of services.

Solicitation: Janitorial services Page 18 of 71

5.0. MATERIALS AND EQUIPMENT

5.1 The Contractor shall provide all necessary janitorial supplies and equipment (refer attachment 3 for requirement), including vacuum cleaners, carpet cleaning equipment, scrubbers, man-lift, ladders, trolleys, mops, brooms, dust rags, detergents, cleaners, etc. to perform the work identified in this contract.

5.2 The Contractor shall also furnish all consumable products (refer attachment 4 for requirement) such as toilet tissue, paper towels and/or paper rolls for the hand towel equipment, toilet seat covers, paper cups, as well as hand soap for the restrooms and kitchens.

5.3 The Contractor shall furnish executive grade products such as toilet tissue, paper towels and/or paper roll for the hand towel equipment, paper cups, as well as hand soap for the restrooms and kitchens in the executive office at level 4.

5.4 The consumable products shall be of good quality and samples with product data shall be submitted to COR for approval.

5.5 All equipment and tools used in the Embassy must be new at start of contract and kept in clean and good working order. Any repair to the cleaning equipment will be the responsibility of the Contractor.

5.6 The Contractor shall keep enough spare supplies, materials, cleaning equipment at the allocated place to provide the requested services on time without compromising the expected quality.

5.7 The Contractor shall deliver supplies and equipment to site as can be properly stored in the designated areas in coordination with COR.

6.0. GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

6.1 The Contractor has the option to reject any or all Government furnished property or items (see Attachment 1 - GOVERNMENT FURNISHED PROPERTY). However, if rejected, the Contractor shall provide all necessary property, equipment or items, adequate in quantity and suitable for the intended purpose, to perform all work and provide all services at no additional cost to the Government. All Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract. The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to Contractor negligence.

Solicitation: Janitorial services Page 19 of 71

6.2 The Contractor shall maintain written records of work performed, and report the need for major repair, replacement and other capital rehabilitation work for Government property in its control.

The Contractor shall physically inventory all Government property in its possession.

Physical inventories consist of sighting, tagging or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract.

6.3 The Government shall make the following property available to the contractor as

"Government furnished property" under the contract: Water, Electricity, Janitorial closets for storing equipment and supplies, and Contractor employee restroom.

7. INSURANCE

7.1. Amount of Insurance. The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

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

1. Bodily Injury stated in AED:

Cumulative AED 1,500,000.00

2. Property Damage stated in US Dollars:

Cumulative AED 1,500,000.00

7.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

any property of the Contractor, Solicitation: Janitorial services Page 20 of 71 its officers, agents, servants, employees, or any other person arising from an incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

7.4 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

7.5 Government as Additional Insured. The general liability policy required of the

Contractor shall name "the United States of America, acting by and through the

Department of State", as an additional insured with respect to operations performed under this contract.

7.6 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

8.0. LAWS AND REGULATIONS

8.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

8.2 The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

9.0. TRANSITION PLAN

Within ten (10) days after contract award, the Contracting Officer may request that the

Contractor develop a plan for preparing the Contractor to assume all responsibilities for janitorial services. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all

Solicitation: Janitorial services Page 21 of 71 services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

10. DELIVERABLES

The following items shall be delivered under this contract:

Description

Quantit y Delivery To Date

1.1 General Instructions 1 COR 30 days after award

1.2.3 Schedules 1 COR Weekly

1.4. List of Green Products details 1 COR Before award

1.5. Recycling Program 1 COR 10 days after award

Quality Control metrics 1 COR Monthly

4.4.1 List of Personnel/Security 1 COR 10 days after award

7. Evidence of Insurance/Worker’s

Compensation Plan 1 CO Before award

8. License and Permits 1 CO Before award

9. Transition Plan 1 COR 10 days after award

11. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative

(COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance.

The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Para Performance Threshold

Services.

Performs all janitorial services set forth in the scope of work.

1 through 10

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

Solicitation: Janitorial services Page 22 of 71

11.1 SURVEILLANCE. The COR will receive and document all complaints from

Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

11.2 STANDARD. The performance standard is that the Government receives no more than 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 52.212-4, Contract Terms and Conditions-

Commercial Items), if any of the services exceed the standard.

11.3 PROCEDURES.

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

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

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

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

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

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

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

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the

COR will contact the Contracting Officer for appropriate action under the Inspection clause.

Solicitation: Janitorial services Page 23 of 71

12 WORK HOURS:

All work shall be performed between the hours 6:00 am and 5:00 pm, Saturday through

Thursday, except for the mandated local holidays. Other hours may be approved by the

COR. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above.

Solicitation: Janitorial services Page 24 of 71

ATTACHMENT 1

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

GOVERNMENT FURNISHED PROPERTY

RESERVED

Solicitation: Janitorial services Page 25 of 71

ATTACHMENT 2

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

QUALITY METRICS

The work statement line items referred to as the Contract Line Item Numbers (CLIN) shall be evaluated on monthly basis and scored in accordance with the following criteria.

The final score for the month shall be mathematical average of all the CLIN.

Each CLIN shall be scored by the COR. The Contractor shall also provide score card indicating self-assessment for these items for each month for review by the COR.

Criteria:

Score Criteria

5 The service provided by the Contractor is outstanding

4 The service provided by the Contractor exceeds the contract specifications and requirements

3 The service provided by the Contractor meets the threshold of the contract specifications and requirements

2 The service provided by the Contractor does not meet the contract specifications and requirements

1 The service provided by the Contractor repeatedly does not meet the contract specifications and requirements

Solicitation: Janitorial services Page 26 of 71

ATTACHMENT 3

LIST OF REQUIRED EQUIPMENT

SUMMARY OF REQUIRED EQUIPMENT / TOOL FOR JANITORIAL SERVICES, AT A

MINIMUM

Item

No.

Item Description Suggested Brand / Model

Recommended minimum

Quantity

1 Vacuum machine Nilco / Numatic / Intercare or equivalent 11 each

2 Buffing machine Polivac or equivalent 2 each

3 Water sucking machine Numatic WVD902 / Taski or equivalent 1 each

4 Scrubbing machine Numatic NR1500S or equivalent 1 each

5 Hydrolic lift Odyssey 34 or equivalent 1 each

Water fountain cleaning machine Astral pool or equivalent 1 each

7 Shampooing machine Minutesman ch 50.02 or equivalent 1 each

8 Carpet shampoo machine CADET or equivalent 1 each

9 Ladder 3 step Werner Fiber or equivalent 2 each

10 Ladder 4 step Werner Fiber or equivalent 2 each

11 Cleaning trolley _ 12 each

Solicitation: Janitorial services Page 27 of 71

ATTACHMENT 4

LIST OF REQUIRED SUPPLIES

SUMMARY OF REQUIRED SUPPLIES FOR JANITORIAL SERVICES, AT A

MINIMUM

Product Name Brand name Frequency

Restroom floor mopping Buzil or GS 37 certified or approved equal Daily

Handwashing liquid Buzil or GS 37 certified or approved equal Daily

All purpose Cleaner Buzil or GS 37 certified or approved equal Daily

Carpet Shampoo Buzil or GS 37 certified or approved equal Monthly

Floor mopping liquid Buzil or GS 37 certified or approved equal Daily

Toliet seat cover

(Paper) Tork or GS 37 certified or approved equal Daily

Toilet roll (350) Diamond or GS 37 certified or approved equal Daily

Floor Stripper Buzil or approved equal When required

Steel Polish 3M or approved equal When required

Furniture Polish GS 37 certified or approved equal When required

Air Freshner Buzil or GS 37 certified or approved equal When required

V' fold tissue paper Papernet / Kartin / GS 37 certified or approved equal

When required

Paper Cup GS 37 certified or approved equal When required

Kitchen Dish washer GS 37 certified or approved equal When required

Floor Polishiing Buzil or GS 37 certified or approved equal When…