19TC1025R0002_Solicitation_Janitorial services_REVISED.pdf

SOLICITATION

DOCUMENT

United States Embassy Abu Dhabi, United Arab Emirates

Janitorial Services

Solicitation No.: 19TC1025R0002

Procurement and Contracting Office U.S. Embassy P.O. Box 4009

Embassies District Area Abu Dhabi, United Arab Emirates

Solicitation – Janitorial Services Page 1 of 94

19TC1025R0002

TABLE OF CONTENTS

SECTION 1 – THE SECHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 19TC1025R0002, Prices, Block 23

• Continuation To SF-1449, RFP Number 19TC1025R0002, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1: Government Furnished Property

• Attachment 2: Quality Metrics

• Attachment 3: List of required tool/equipment

• Attachment 4-A: List of supplies details

• Attachment 4-B: List of required monthly supplies.

• Attachment 5: Monthly Score Card

SECTION 2 – CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

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 2 of 94

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR12899832

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

October 25, 2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Chelsea Geier

b. TELEPHONE NUMBER (No collect calls)

+971-2-414-2443

8. OFFER DUE DATE/ LOCAL

TIME

November 25, 2024, 4:00 pm (UAE time)

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

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

Contracting Office U.S. Embassy Abu Dhabi United Arab Emirates

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

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 Office U.S. Embassy Abu Dhabi United Arab Emirates

Contracting Office U.S. Embassy 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 Abu Dhabi United Arab Emirates

CODE 19TC10

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

0001C 1001C 1002C 1003C 1004C

Janitorial services for the U.S. Embassy Abu Dhabi (see attached) Base Year Option Year 1 Option Year 2 Option Year 3 Option Year 4

Month

Month

AED

AED

AED

AED

AED

(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 A SOFT_

COPY 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) Chelsea Geier

31c. DATE SIGNED

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

Solicitation – Janitorial Services Page 3 of 94

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 4 of 94

SECTION 1 – THE SCHEDULE

CONTINUATION TO SF-1449,

RFP NUMBER 19TC1025R0002

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 in the United Arab Emirates. 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.

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 option periods.

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 and continuing for 12 months for base year and four, one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

1.2 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

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.

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1.2 PRICES

0001C BASE YEAR (Base Term: Twelve (12) Months):

March 15, 2025 to March 14, 2026 0001A. Standard Services. The firm fixed price for the Base Year of the contract is:

Price per Month in AED Quantity of Months Price per Year in AED

0001A1 Proposed Tools & equipment cost 0001B. 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

0001C. TOTAL PRICE FOR BASE YEAR =

0001A+0001A1+0001B AED

1001C. OPTION YEAR ONE (1) PRICES (Option Term: Twelve (12) Months):

March 15, 2026 to March 14, 2027 1001A. Standard Services. The firm fixed price for Option Year 1 of the contract is:

Price per Month in AED Quantity of Months Price per Year in AED

1001B. 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

1001C. TOTAL PRICE FOR OPTION YEAR ONE (1) =

1001A+1001B AED

1002C. OPTION YEAR TWO (2) PRICES (Option Term: Twelve (12) Months):

March 15, 2027 to March 14, 2028 1002A. Standard Services. The firm fixed price for Option Year 2 of the contract is:

Price per Month in AED Quantity of Months Price per Year in AED

1002B. 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

1002C. TOTAL PRICE FOR OPTION YEAR TWO (2)

= 1002A+1002B AED

Solicitation – Janitorial Services Page 6 of 94

1003C. OPTION YEAR THREE (3) PRICES (Option Term: Twelve (12) Months):

March 15, 2028 to March 14, 2029 1003A. Standard Services. The firm fixed price for Option Year 3 of the contract is:

Price per Month in AED Quantity of Months Price per Year in AED

1003B. 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

1003C. TOTAL PRICE FOR OPTION YEAR THREE (3)

= 1003A+1003B AED

1004C. OPTION YEAR FOUR (4) PRICES (Option Term: Twelve (12) Months):

March 15, 2029 to March 14, 2030 1004A. Standard Services. The firm fixed price for Option Year Four (4) of the contract is:

Price per Month in AED Quantity of Months Price per Year in AED

1004B. 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

1004C. TOTAL PRICE FOR OPTION YEAR FOUR (4)

= 1004A+1004B AED

1.2.6. 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 AED

Note: The above CLIN pricing includes DBA insurance. DBA insurance shall not be priced as a separate line item.

Solicitation – Janitorial Services Page 7 of 94

CONTINUATION TO SF-1449,

RFP NUMBER 19TC1025R0002

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 by the U.S. Government at the U.S. Embassy, Abu Dhabi in the United Arab Emirates. The Embassy Compound is a LEED Gold certified Building. The Contractor shall perform janitorial services in all designated spaces including, but not limited to hallways, offices, restrooms, work-areas, entrance ways, cafeteria, visitor lobbies, storage areas, elevators, stairways, utility service room areas and exterior guard / police booths. Estimated total of the floor area for performance of the cleaning services is: 14,670 square meters. The contract will be for a one-year period from the date of the contract award, with four one-year options.

The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes. The works required under this contract shall be performed directly by the Contractor employees and shall not be subcontracted.

1.1 GENERAL INSTRUCTIONS

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

1.1.1. The normal working hours of the Embassy Compound are Monday through Thursday 07:30AM to 05:00PM, Friday 07:30AM to 11:30AM. The Contractor shall deliver standard services from the hours of 6:00AM to 5:00PM. The Contractor may take one day off as a weekend holiday either on Saturday or Sunday. The Contractor crew is entitled to take 2 short breaks of 15 minutes each and a midday lunch break of 30 minutes each. The Contractor is required to schedule the work hours for their workforce for the Ramadan period per guidance of the local government laws. The Contractor shall deliver standard services from the hours of 6:00AM to 3:00PM during the Ramadan period. Services that other than routine daily services, the Contractor shall provide with a detailed work plan and its time schedule to the COR to get an approval prior performing the service.

1.2 DUTIES AND RESPONSIBILITIES

1.2.1 Certain areas listed in Para 3.0 (Locations for Janitorial services) require an escort and can only be entered during scheduled times. The General Instructions shall emphasize security

Solicitation – Janitorial Services Page 8 of 94 requirements so that accidental security violations do not occur. The Regional Security Office (RSO) at the Embassy provides security requirements. Contractor shall coordinate with COR for work schedule in these areas.

1.2.2 Contractor shall schedule routine cleaning requirements to ensure that these are done in order and time frame that are most efficient and have the least impact on normal operations. The daily work schedule may include some activities that start before the facility opens for normal business and to be performed daily per approved schedule.

1.2.3 Contractor shall schedule periodic cleaning requirements such that it causes minimal disruption to the normal operation of the Embassy. The COR shall determine the schedules presented which meet the needs of the individual 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 The Contractor shall bear complete responsibility for management of work at site. The Contractor shall assign a fulltime on-site 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.

1.2.5 The Contractor shall not depute any routine and periodical cleaning activities on its entirety or potion of it to any sub-contractor.

1.2.6 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 and health 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_385-1- 1_English_2003.pdf

1.2.7 There are certain offices in the Embassy Compound where cleaners are not authorized to perform routine cleaning services. Cleaning for those offices will be performed by others however, it is required to supply necessary monthly cleaning consumables and loanable vacuum cleaner/carpet shampooing machine etc., to those offices. COR will notify the Contractor’s on-site Supervisor on this requirement as and when needed to supply the required materials/equipment.

1.2.8 The Contractor shall prepare and implement a safety management plan specific to the cleaning 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.

1.2.9 The Contractor shall prepare and implement a quality management plan specific to this contract. The plan shall describe the standard operating procedures on quality 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.

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 94

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

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

1.2.12 The Contractor shall submit filled monthly score card (Attachment-5) to COR before 10th of every month for the previous month’s performance. The Contractor shall diligently assess the quality of the rendered service and score each task in the score card. COR will review the Contractor’s score and fill-in the score card with COR’s assessment. COR will submit a copy of the final score card to the Contractor.

1.2.13 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 “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.

1.2.14 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.

1.2.15 The Contractor shall bear complete responsibility and management control for the sub-contracted services (if used for collecting recycle materials from the site) and shall not depute the sub-contractor to represent the Contractor in dealings with the Embassy.

1.3 TYPE OF SERVICES

Standard Services:

1.3.1 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, 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 of the required cleaning may be higher than once per day when it is rainy or snowy. When completed, the floor and halls shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

1.3.1.2 Dusting and cleaning all furniture including desks, chairs, cafeteria dining area tables/chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, computer screens, lamps and other

Solicitation – Janitorial Services Page 10 of 94 common things found in an office environment that includes second floor balcony area. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

1.3.1.3 Vacuuming all clean rugs and carpets, runners, and carpet protectors in all offices and cafeteria dining area 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.

1.3.1.4 Thorough cleaning of toilets, diaper changing stands, bathrooms, mirrors, and shower facilities, kitchenettes, 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, trash bags and soap (See requirement for Green cleaning products). The Contractor shall check those areas used by visiting the chancery building several times daily to ensure that 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.

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. Contractor may require scheduling/visiting the Ambassador's office area and performing the required tasks early morning prior to start of the office hours.

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

1.3.1.8 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.

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

1.3.1.10 Removing trash to designated area 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 skips/cans are not overflowing, and the facilities are always clean and neat.

1.3.1.11 Removing trash from the designated trash area in the facility and legally disposing outside the facility on daily basis. The daily general waste generated in the Embassy Compound is approximately 3 cubic meters. It is the responsibility of the contractor to dispose of the trash from the Embassy Compound into the Abu Dhabi Municipality approved dumpster/site in accordance with the local municipality regulations daily. Contractor is also responsible for keeping the trash collection area at CAC3 cleaned at all times.

1.3.1.12 The janitorial equipment shall be orderly stored at the designed closets such that facility occupants’ exposure is reduced.

Solicitation – Janitorial Services Page 11 of 94

1.3.1.13 Cleaning of Cafeteria Dining tables & chairs: There are twenty-two tables and one hundred chairs in the dining area that require cleaning. These quantities may vary. The assigned cleaner must use appropriate food graded cleaning materials to perform this action. Contractor is required to submit MSDS or product data sheet for the Embassy approval. Cleaning is required three times (at 07:00hrs, 10:30hrs. & 15:30hrs.) on Monday through Thursday and two times (at 07:30hrs. & 10:30hrs) on Fridays. There are two microwave appliances installed at the dining area that required to be maintained clean as well.

1.3.1.14 Check the working condition/liquid level of the installed hand sanitizer assembly and re-fill with the Embassy supplied sanitizing liquid accordingly. If a hand sanitizer assembly is found to be not operating properly then notify the COR for replacement of the unit.

1.3.1.15 Check the working condition of the air-freshener installed at all restrooms and replace the cartridge when empty. Replace the battery when need a replacement. If an air-refresher assembly is found to be not operating properly then notify the COR for replacement of the unit.

1.3.1.16 Collect the drinking water bottles (of five-gallon capacity bottled water cans) from the collection point (by the CAC3 area) and change drinking water bottles for water dispensers that are installed by the Embassy. Replace the empty bottles with new ones prior to water level in the bottle gets completely empty. Bottled drinking water for offices is not being provided by U.S. Government, so individual office occupants procure and move bottles to their offices on their own.

1.3.2 Periodic Cleaning Requirements shall consist of:

1.3.2.1 Polishing all brass 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.

1.3.2.4 Spot waxing and polishing floors as needed.

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

1.3.2.6 Dusting windowsills and blinds.

1.3.2.7 Cleaning shutters’ surfaces as required.

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

1.3.2.9 Cleaning of exterior and interior water fountain basins, 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.

1.3.2.10 Cleaning of Cafeteria dining tables, chairs and floor carpets.

Solicitation – Janitorial Services Page 12 of 94

1.3.3 Monthly Cleaning Requirements shall consist of:

1.3.3.1 Cleaning major appliances 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 as appropriate.

1.3.4 Quarterly Cleaning Requirements shall consist of:

1.3.4.1 Shampooing the entire surface of carpets in the high traffic areas. There is approximately 1902 Sqm of carpet in the common area need quarterly shampooing. Minimal water shall be used such that water does not penetrate the carpet joints on to the metal floor tiles. This is important to protect the floor against corrosion.

1.3.4.2 Thorough cleaning window blinds.

1.3.4.3 Cleaning and sanitizing the trash holding area.

1.3.4.4 Dusting and wiping light fixtures and chandeliers (20 feet high). When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks. Notify COR of any light bulb replacement requirements.

1.3.4.5 Dusting and deep cleaning of new FAC Workshop (Carpentry shop) area that include high level ducts, pipes and racks.

1.3.5 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. There is approximately 5954 Sqm of carpet in all areas that need Annual shampooing. Contractor must follow below guidelines for carpets cleaning/shampooing.

1.3.5.2.1. Move furniture out of area. All mobile furniture must be moved to effectively clean carpeted areas. Vacuum carpets extremely well to avoid debris clogs in the carpet dust extractor.

Spot clean any stained areas on carpet. Use an appropriately sized pump sprayer and water/cleaning liquid pre-spray solution according to safety standards. Use carpet dust extractor as required. Once the shampooing is complete, allow the carpet to dry completely. Vacuum once again when carpeted area is dry to lift out any remaining debris.

Solicitation – Janitorial Services Page 13 of 94

1.3.5.3 Cleaning all chandeliers and light fixtures (20 feet high) using appropriate methods to restore the original luster to the fixtures. This will include ensuring that all crystal reflectors are individually washed.

1.3.6. Green Cleaning Products: As the Embassy Compound is a LEED Gold certified Building, Contractor must follow below criteria when evaluating alternative cleaning products:

1.3.6.1 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.

1.3.6.2 The Contractor shall propose and use only 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 any other biodegradable base vehicle. The Contractor shall provide product data sheets to COR for all Green Cleaning products (refer attachment 4 for requirement) after contract award. Upon COR’s approval, the Contractor shall supply the materials for use.

1.3.6.3 The Contractor shall use septic safe cleaning chemicals for hand wash and dish wash detergents, toilet cleaner, floor cleaner and all-purpose cleaner. The Contractor shall not use toxic bleach, ammonia, phosphates, and petroleum-based chemicals that harm the Embassy Compound septic system. The harmful products that include Antibacterial cleaners and disinfectants, Chlorine Bleach, Chemical Drain Cleaners (Sulfuric Acid based) and Water Softeners etc.,

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

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

1.3.6.6 Use bio-degradable janitorial paper products and trash bags that meet the minimum requirements of the US EPA’s Comprehensive Procurement Guidelines and ASTM D6400 / ASTM D6954-04 standards.

1.3.6.7 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.

1.3.6.8 Equipment / Appliances (refer attachment 3 for requirement): The Contractor must supply all required equipment / appliances as new to perform the requested services in a qualitative manner. When existing equipment needs replacement and/or to supply new, consider the following guidelines:

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

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

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

1.3.6.11 Use 220volts, AC, 50Hz. electrically powered 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.

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

1.3.6.13 Use active microfiber technology to reduce cleaning chemical consumption. The microfiber cloths shall be of good quality with at least 250gsm or more. Appropriate color-coded microfiber cloths to be used. While yellow color cloth shall be used for dry dusting/polishing, Red for Restrooms area such as toilets and urinals, hazard areas, Blue for Glasses and mirrors and Green for general areas such as desks, tables, kitchens, sinks and water fountains.

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

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

1.3.7 Recycling

1.3.7.1 The Contractor needs to establish a recycling program in accordance with Abu Dhabi Municipality / Third Party guidelines / directions of COR. It is the responsibility of the offeror to work with their third-party contractor to register in the required system to get the bolisaty (manifest). The 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. The Contractor who collects recycling materials from the Compound shall have valid Tadweer (Abu Dhabi Municipality approved) license to perform this task.

1.3.7.2 The on-site supervisor shall do timely monitoring of the recycle bins’ full level condition and coordinate with the third party for clearing the trash skip/recycling bins from the compound.

The on-site supervisor must timely coordinate with the Embassy for getting an approved access for the vendor/vehicle for collection of recycle materials.

1.3.7.3 The Contractor is responsible for all expenses incurred in the collection and disposal of debris. Collected debris shall be properly disposed from Embassy Compound to an authorized disposal site. The Contractor shall submit manifest to COR for Embassy’s record and further data submission to LEED Counsil whenever the recycling waste materials collected from Embassy.

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

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2.0 MANAGEMENT AND SUPERVISION

2.1 The Contractor shall designate a representative who shall be always responsible for on-site supervision of the Contractor’s workforce. This supervisor shall be the focal point for the Contractor and shall be the point of contact with 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.

2.2 The Contractor must issue a non-camera cell phone to the on-site supervisor for on-site communication purposes with the COR and his representatives during normal duty hours.

2.3 The Contractor shall prepare and maintain cleaning schedules. The schedules shall take into consideration of the work 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 on the personnel to be used and the time frame to perform the service.

2.4 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.

2.5 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 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 acceptable. On a monthly basis if average quality control scores fall under 3.0, then 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.

2.6 The Contractor shall follow cleaning procedure/practices for FEBR (Forced Entry Ballistic Resistant) doors at the Compound, as directed by Embassy COR or his representative.

2.7 The Contractor shall make sure that 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.

Contractor can make some sort of identification in their uniform to easily identify the restroom cleaners from office/cafeteria dining area cleaners. Cleaners who have been assigned to perform restroom cleaning works shall not be assigned to perform office/cafeteria dining area as well at a given time on the same day.

2.8 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 services provided under the contract. Overtime may be necessary under Temporary Additional Services.

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2.9 Trainings: 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 always related to cleaning work.

2.10 The Contractors shall ensure cleaners have been trained to handle the appliances/ equipment that Contractors provided to the site for the intended service.

2.11 The cleaners who are assigned to perform cleaning work in the Embassy Health Unit is required to attend yearly training on handling Blood borne pathogens related wastes/disposable materials, provided by Embassy Health unit. Health Unit may also provide required vaccination to the cleaners. Removal and disposing of medical waste from the Health Unit is not part of the Contractor’s scope.

2.12 The Contractor’s personnel and their work practices will be routinely inspected by Embassy Assistant Post Occupational Safety Health officer (APOSHO) to make sure that the standard Safe work practices are always followed. APOSHO will provide Safety and hygienic related 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 12,121 Square Meters

This is a six-floor level building and attached with HVAC mechanical room. 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 (Some female restrooms have two stalls and others with three stalls. Some male restrooms have two stalls and others has a least one stall) with ninety-eight plumbing fixtures such as toilets / urinals / washbasins / showers seven pantries and two water fountains (Indoor and outdoor). Of the total built-up area of the building, approximately 42% space areas require security escorts for access. Total number of male restrooms: 16. Total number of female restrooms: 13. Big bathroom size is 200 Sqft, smaller size is 80 Sqft.

Warehouse 1,179 Square Meters

This is a single floor level building. Of the total built-up area, 108 square meters space area is offices, and rest of the areas include stores, maintenance workshops, restrooms with ten toilet fixtures, kitchenette, dining room and mechanical rooms.

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Utility Equipment Rooms

857 Square Meters

These are single floor level buildings around the compound.

Compound Access Facilities

498 Square Meters

These are single floor level buildings. These comprise public areas, FAC workshop (new carpentry shop) guard booths and three restrooms with six plumbing fixtures such as toilets/washbasins.

Guard Booths 15 Square Meters

These are single prefab caravans used by Local Guards

Total Square Meters including all areas 14,670 Sq. Meters

4.0 PERSONNEL REQUIREMENTS

4.1 General.

4.1.1 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 worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

4.2. The Contractor is required to maintain standby cleaners with Embassy issued one badges to render continuity of services. For an instance, if a janitorial crew has eleven (11) cleaners then four (4) cleaners must be maintained as standby cleaners at a minimum.

4.2.1 The Contractor shall have the following criterion for their experiences at a minimum:

• At least ten (10) numbers of fulltime cleaning contract services successfully completed in the past five (5) years in UAE with the similar capacity of the firm, office/commercial buildings, hospitals, hotels, schools etc., or more volume of the cleaning tasks involved in the contracts to demonstrate their prior janitorial continuous experience with relevant past performance information and references.

• At least two (2) numbers of cleaning contract/order services rendered each year since year 2017 and continuing to provide cleaning contract/order services till present.

• Cleaning contract/order with at least 12-month service period shall be considered as one number of experience and required to provide at least ten (10) numbers of fulltime cleaning contracts in total.

4.2.2 The On-site Supervisor shall have seven (7) years of continuous cleaning supervisory experience in managing janitorial crew with the similar capacity of the firm or more volume of the cleaning tasks involved in the contracts/orders, at a minimum is required. The on-site supervisor shall be proficient in reading/writing/speaking in English language at a moderate level.

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4.2.3. Each janitorial cleaner shall have (3) three years of continuous cleaning experience in performing janitorial tasks with the similar capacity of the firm or more volume of the daily routine cleaning tasks involved in the contracts/orders, at a minimum is required. The proposed cleaners need to be able to understand, read and speak in English language at a basic level.

4.3 Standard of Conduct.

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).

4.3.1 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.

4.3.2 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.

4.3.3 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.

4.3.4. 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:

4.3.4.1 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.

4.3.4.2 Unauthorized use of Government property, theft, vandalism, or immoral conduct.

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

4.3.5 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 without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. 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.

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4.4 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.

4.5 Personnel Security

4.5.1 After award of the contract, the Contractor shall provide the following list of data/relevant documents of each employee who will be working under the contract. The Contractor shall include a list of standby/workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take 45 (forty-five) days to perform. For everyone the list shall include:

• Full Name

• Place and Date of Birth

• Current Address

• Emirates Identity Card number or equivalent

• Passport size color photo with white background

• Latest Clear criminal record certificate

The U.S. Government will issue identity cards to Contractor personnel free of cost, after they are approved. Contractor personnel shall always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

5.0 MATERIALS AND EQUIPMENT

5.1 The Contractor shall provide all necessary janitorial equipment (refer attachment 3 for minimum equipment requirement), including vacuum cleaners, carpet cleaning equipment, scrubbers, hydraulic 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 – A for details of supplies) such as toilet tissue, paper towels and/or paper rolls for the hand towel equipment, toilet seat covers, paper cups, hand soap for the restrooms and kitchens. The Contractor shall refer Attachment 4 – B which details the current average monthly consumption of consumables and materials.

5.3. The Contractor must use different color-coded microfiber cloths as a standard to clean different areas of the Embassy Compound. The Contractor must supply/stock three or more sets of microfiber cloths at CAA (Control Access Area) space to perform routine cleaning works. For an instance, while three sets being stocked, one set can be used on the first day and the other sets for next (two) consecutive days. One new set needs to be added to the stock on daily basis to always maintain three sets.

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5.4 Requirement of cleaning associated equipment and monthly consumables may vary time to time. The Contractor must assess the required quantity of consumables, materials and equipment needed to perform the requested services for the areas indicated in Section 3.0. and supply/use as required to meet the quality/quantity. No additional cost for supplying necessary additional consumables to meet the requirement of scope of work tasks will be authorized.

5.5. The Contractor shall supply executive/premium 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 kitchenette to the executive office at level 4. The Contractor is responsible to stock enough of all consumables at the level 4 and replenish the consumables before gets ran out of stock.

5.6 The consumable products shall be of good quality and samples with product data shall be submitted to COR for approval prior supplying the

5.7 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.

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

5.9. Maintenance of cleaning equipment, appliances, hydraulic manlift etc.

5.9.1. The Contractor must supply all cleaning equipment and tools to the Embassy Compound as new at start of contract and kept in clean and good working order.

5.9.2. The Contractor is required to maintain the supplied cleaning equipment, interior/exterior fountain cleaning appliances, hydraulic manlift and its associated equipment in a very good condition at Contractor’s expenses. Any repair to the cleaning equipment shall be the responsibility of the Contractor. All equipment shall be kept at the Embassy to facilitate security access.

5.9.3. The Contractor is required to perform annual testing/inspection to the hydraulic manlift equipment through a certified third-party Contractor and submit its inspection report to COR for review/record.