2.1 Exhibit A - SOW - Custodial Services-NCC.pdf

Consulate General of the United States of America SOW/Solicitation No. 191Z2525R0002 Erbil, IKR Custodial Services for New Consulate Compound

Back to Contents UNCLASSIFIED

Exhibit A

Statement of Work for

RFP no. 191Z2525R0002

Custodial and Garbage Removal Services

U.S. Consulate General Erbil Iraq

December 19, 2024

General:

The scope of this contract is to provide cleaning services at the New Consulate Compound (NCC) in Erbil, Iraq. The requirement is to keep the facilities clean, sanitary, and cosmetically well-maintained.

The services include cleaning both the interiors and exteriors of buildings, as well as exterior hard surfaces. This covers all assigned areas, including hallways, offices, restrooms, workspaces, entrances, lobbies, storage rooms, elevators, stairways, parking areas, patios, sidewalks, and courtyards.

To fulfill the requirements of this contract, the Contractor is expected to supply all managerial, administrative, and direct labor personnel necessary to execute the required tasks. Additionally, the Contractor must provide all tools, equipment, materials, and expendable supplies needed to perform the services effectively.

The Contractor must supply a qualified team that meets all contract rules and follows local labor laws. Workers must receive regular training from the Contractor to keep service quality high. The team should be skilled, well-trained, and properly equipped to handle all tasks listed in this contract.

Table of Contents:

1. Objec�ves and Scope

2. Work Hours

3. Contractor Staffing

4. Product Requirements

5. Sustainable Cleaning Plan

5.1. Proof of Compliance

6. Safety

6.1. Hazard Communica�on Plan

6.2. Safety Data Sheets

6.3. Ac�vity Hazard Analysis

7. High-Touch Surfaces

8. Interior

8.1. Hard-Surface Floor Care

8.2. Interior Carpets and Rugs

8.3. Floor Mats and Runners

8.4. Kitchenettes, Break Rooms, and Lactation Rooms

8.5. Restrooms, Shower Rooms, and Locker Rooms

8.6. Office Spaces, Common Areas, and Meeting Rooms

8.7. Gyms

8.8. Elevators

8.9. Windows (interior)

8.10. Walls

8.11. Health Unit and Laboratories

8.12. Mail Room

8.13. Facility Workshops

8.14. Vehicle maintenance Shops

8.15. GSO Warehouse

8.16. Compound Access Control

8.17. Guard Booths and Towers

8.18. Trash Rooms, Receptacles, Bins, and Dumpsters

8.19. Blinds, Drapes, Curtains, or other window dressings

8.20. Fine Arts and Artwork

8.21. Residential Make Ready

8.22. Interior Plants

8.23. Concessions Areas

9. Compound and Outdoor Areas

9.1. Walkways, Roads and Other Hard Surfaces

9.2. Ponds and Water Features

9.3. Windows (Exterior)

9.4. Building Façades

9.5. Signage

9.6. Graffiti Removal

9.7. Umbrellas, Canopies, and Shades

9.8. Smoking Areas and Ash Receptacles

9.9. Excrement Removal (Human, Birds, and Animals)

9.10. Outside the Compound Perimeter

9.11. Outdoor Recreational Areas

9.12. Perimeter Walls and Fences

9.13. Vehicle Inspection Areas

9.14. Fuel Fill Points

10. Solid Waste Management

11. Integrated Pest Management

12. Inclement Weather

13. Lodging Services

14. Equipment and Tools

15. Pandemic Control

15.1. Pandemic Cleaning Products and Tools

16. Proposal Submission Requirements

17. Estimated Square Meters to be Cleaned

18. Flooring Types

1. Objec�ves and Scope This is a Statement of Work (SOW) for custodial and related services defined under the scope of this contract for The U.S. Consulate General Erbil, Iraq (USCG). This PWS describes the minimum requirements of the U.S. Government (USG) and acceptable outcomes to be performed by the Custodial Contractor known from here on as the “Contractor”. The contract consists of two major func�onal areas: Standard Rou�ne and Above Standard Rou�ne Services. All, or part of, the successful offeror’s Proposal Package may be incorporated into the contract.

The U.S. Consulate General in Erbil, opera�ng under the Department of State (DoS) facilitates U.S. diplomacy in the Kurdistan region of Iraq. The NCC is situated approximately 15 kilometers northeast of downtown Erbil and 20 kilometers from Erbil Interna�onal Airport (EIA). The NCC is a new facility currently under construc�on and will open summer 2025.

The NCC covers 50 acres with state-of-the-art campus facili�es. These include a consulate office building with a cafeteria, a u�lity plant, a workshop, a warehouse, a gym, a swimming pool with a pool house and bar, a hotel (lodging) with 25 rooms, a restaurant, and a grocery store. Housing on-site includes a residence for the consul general, a marine residence, two apartment towers, a 16-room dormitory, 32 container housing units, and five townhome buildings. There are also recrea�onal spaces, like a tennis court, a basketball court, landscaped courtyards, sidewalks, and dirt walking paths. The compound is landscaped with about 50,000 plants, has 300 parking spaces. The buildings include advanced systems for building controls and special finishes that need careful upkeep.

The NCC operates 24/7 throughout the year under strict security measures. All personnel, vehicles, and materials are carefully screened at entry points, and employee parking is not allowed on-site. Workers must pass background checks to gain unescorted access to the compound.

Contract administra�on is implemented through the following Service Contract Administra�on (SCA) en��es: The Contrac�ng Officer (CO), Contrac�ng Officer Representa�ve (COR), Assistant Contrac�ng Officer Representa�ve (ACOR), Government Technical Monitors (GTM), Post Occupa�onal and Health Office (POSHO), and other personnel designated by the CO.

The work conducted by the Contractor is within the purview of the Facility Maintenance office.

The Contractor shall closely monitor all aspects of the work, iden�fy deficiencies, report all issues to the COR, obtain correc�ve plan approval, and implement correc�ve ac�ons. Custodial and related services requested within the scope of the contract which do not incur cost to the USG are scheduled, arranged, and overseen by the CO, COR, ACOR, or Designee. Any task or work requested by the USG that will incur cost to the USG but is within the scope of the contract must be approved by the CO. Any request for services outside of the scope of the contract or which will materially alter the contract must be approved by the CO. Any work conducted by the contractor without the proper approvals stated above is the responsibility of the contractor for all costs incurred. The Contractor shall report all health and safety issues while in performance of the contract to the COR. Any unsafe work prac�ces observed by the SCA en��es will be reported to the Contractor immediately; however, anyone can report unsafe condi�ons and unsafe work prac�ces to the Contractor, the COR and the CO. Any work iden�fied as an imminent risk of injury will cause an immediate work stoppage. The Contractor is responsible for all costs incurred due to a safety work stoppage and must rec�fy the iden�fied hazards and obtain approval by the CO prior to resuming work when a work stoppage is issued.

The USCG seeks to establish a partnering rela�onship with the Contractor to accomplish the program objec�ves in this contract. The objec�ve of the partnering process is to provide an effec�ve problem-finding/problem-solving management team composed of personnel from all par�es responsible for maintaining the quality of our facili�es, thus crea�ng a single culture with one set of goals and objec�ves. Partnering requires that all par�es recognize and address those opportuni�es and challenges that shall be confronted to help maintain the health of the Contractor/USCG rela�onship. The rela�onship is based on trust, dedica�on to common goals, and an understanding of each other's individual expecta�ons and values. The outcome of this ini�a�ve is for the USCG to leverage Contractor exper�se to assist the USCG in accomplishing these goals and objec�ves.

All references incorporated herein as websites (URLs) may be subject to change by their web publisher. Web pages are provided to the Contractor for addi�onal clarity. A change to any web site specified in this contract does not change or alter the contract requirements and objec�ves iden�fied herein

The contractor shall:

1.1. Provide Standard Rou�ng Cleaning Services:

1.1.1. All areas shall be free of dust, mud, sand, footprints, liquid spills, and other debris per the schedule for that area.

1.1.2. Chairs, trash receptacles, and easily moveable items shall be �lted or moved to clean underneath.

1.1.3. Cleaning that requires reloca�on of furniture is not included in standard rou�ng cleaning.

1.1.4. Cleaning that requires the use of non-standard equipment is not included in standard rou�ng cleaning.

1.1.5. The frequency may be higher than once per day during inclement weather.

1.1.6. When completed, all areas shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

1.2. Provide Deep Cleaning Services: which includes cleaning that requires the reloca�on of furniture and/or the use of specialized equipment for example (scrubbers, shampooers, steamers, pressure washers, Etc.)

1.3. Resources – Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/cer�fica�ons, and services, except as may be expressly set forth as Government furnished, except to the extent any of the supplies may be furnished directly by the Government under the contract, and otherwise accomplish all ac�ons necessary to or incident to, perform and provide the work efforts described in the contract. Any damage caused by the contractor is the responsibility of the contractor to return to original condi�on.

1.4. Made in USA – Maximize the use of goods, products and materials that are produced in the

United States.

1.5. Telecom Equipment – Ensure all telecom equipment u�lized in connec�on to this contract is in compliance with the John S. McCain Na�onal Defense Authoriza�on Act (NDAA) for Fiscal Year 2019, specifically NDAA 889.

1.6. Unscheduled Service – Over�me is not charged to the USG. Temporary Addi�onal Services are only allowable with CO approval, for requests outside of standard rou�ng services and unscheduled tasks that cannot be accomplished during the normal working hours. The contractor shall implement an effec�ve service call system during normal business hours that results in prompt, professional, and courteous resolu�on of tenant concerns.

1.7. Innova�on – Use innova�on, technology and other means and methods to develop and perform the most efficient maintenance and opera�onal efficiency of the facility.

1.8. Quality Control – Implement an effec�ve Quality Control Plan (QCP). The contractor is responsible to make the management and opera�onal decisions to meet the quality performance standards required under this contract. The Contractor shall perform inspec�on visits to the work site on a regular basis minimum one �me per week. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspec�ons to those working on the contract.

1.9. Schedule Communica�on – Keep the COR informed of current status of the work being performed, provide work schedules and provide other per�nent informa�on needed. The Contractor shall maintain schedules. The schedules shall take into considera�on the hours that the staff can effec�vely perform their services without placing a burden on the consulate security personnel. For those items other than rou�ne daily services, the contractor shall provide the COR with a detailed plan as to the personnel to be used and the �me frame to perform the service.

1.10. Environmental Impact – Reduce the environmental impacts of work performed under this contract by using environmentally sound prac�ces, processes, and products.

1.11. Access to Restricted Areas – The Contractor shall coordinate with the COR for all work in restricted access spaces.

1.12. Key Control – The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc. u�lized to complete tasks that are associated with this contract. The Contractor shall not duplicate keys. Where it is determined that the Contractor or its agents have duplicated a key, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately no�fy the SCA. The Contractor shall reimburse the Government for the cost of rekeying that por�on of the system.

1.13. Accessibility – Adhere to U.S. Access Board, Architectural Barriers Act (ABA), Architectural Barriers Act Accessibility Standards (ABAAS) requirements for all new procurements and installa�ons related to this PWS.

1.14. Safety – Ensure all staff and agents perform all tasks and work in a safe manner. Report all unsafe working condi�ons and prac�ces to the SCA immediately. Report all observed hazards to the SCA immediately.

1.15. This contract is for custodial services at the newly constructed USCG facility, as such many of the procedures and processes have yet to be finalized and certain facili�es are not yet completed. The contractor will be required to adjust services as issues are iden�fied and facili�es are completed and partner with the SCA to develop efficient procedures that will accomplish the contract objec�ves while conserving resources.

1.16. Capital Equipment required to implement this contract must be approved in wri�ng by the Contrac�ng Officer prior to procurement and delivery as part of this contract, all equipment shall be new unless specified by the Contrac�ng Officer. All contract equipment shall be electrically powered whenever possible, all equipment intended for use indoors shall be electrically powered. Once new equipment is received by the SCA and added to the official inventory, the equipment shall be charged as a deliverable item. All equipment remains the responsibility of the contractor in respect of liability, maintenance, and replacement. All equipment must be maintained by the contractor in good working order throughout the terms of the contract and must be replaced at the end of the useful life of the equipment.

1.17. Insurance – Provide proof of DBA insurance to the CO indica�ng appropriate level of coverage. The Contractor shall, incorporate the cost of this insurance as part of this contract. DBA insurance shall be maintained during the en�re performance period at the level of coverage.

1.18. Labor Disputes - The Contractor shall inform the COR of any actual or poten�al labor dispute that is delaying or threatening to delay the �mely performance of this contract.

2. Work Hours

The normal contract business hours for this contract are from Sunday to Thursday from 06:00 (6 a.m.) to 19:00 (7 p.m.); Friday and Saturday from 08:00 (8 a.m.) to 17:00 (5 p.m.). U.S. consulate “workweek” is from Sunday to Thursday, the work hours are from 08:00 (8 a.m.) to 17:00 (5 p.m.). The U.S. Consulate is closed 20 days per year in observance of 10 U.S. holidays and 10 Iraqi holidays, the list of holidays will be provided to the contractor. The Contractor shall provide sufficient staffing to complete scheduled tasks and the means to respond to unscheduled service requests during normal business hours. The normal business hours for this contract shall not be changed without prior writen authoriza�on by the CO. The performance of disrup�ve services, including, but not limited to, vacuuming, carpet shampooing, floor stripping/waxing, shall be scheduled with the SCA per the schedule provided, for a �me when the space is vacant, or a�er normal workweek hours. If the Contractor is unsure as to whether an ac�vity will be disrup�ve, they should check with the SCA before proceeding. The Contractor shall submit a cleaning schedule that details when each cleaning ac�vity will be performed, and what equipment will be used to perform the ac�vity to the COR. Cleaning outside of normal contract business hours is not authorized unless scheduled and approved at least 48 hours in advance, the request must include a list of all staff involved with the work.

3. Contractor Staffing The contractor is responsible for ensuring sufficient staffing to meet the performance requirements outlined in the contract. Staffing levels shall vary based on daily opera�ons, special events, high-traffic periods, and emergency situa�ons. The contractor must submit a detailed staffing plan outlining the number of staff required for each day and ac�vity, covering daily tasks, special events, and backup staffing for absences. The plan should also include pre-cleared staff from other job sites who can backfill as needed.

For the first six months of the contract, the contractor shall provide weekly staffing updates, including current staffing levels, hiring progress, and any staffing issues. A�er six months, monthly updates should be provided covering the same areas. The contractor must ensure staff are adequately trained on cleaning protocols, equipment usage, safety procedures, and customer service.

The contractor shall, at a minimum, specify the following posi�ons in its organiza�onal structure:

Contract Services Manager, Customer Service Representa�ve, Quality Control (QC) and Safety Program Coordinator, On-Site Supervisor, Team Leaders, and General Staff.

3.1. Security Background Inves�ga�on – All personnel associated with this contract must submit all documenta�on required and receive a favorable determina�on from the embassy background inves�ga�on in order to work on the contract.

3.2. Language proficiency – Language proficiency is determined by tes�ng on www.duolingo.com , Proof of writen and spoken language proficiency is required within thirty days of contract award.

3.3. Required Personnel

3.3.1. On-Site Supervisor: The supervisor will be on the consulate compound five days per week (including one day on Friday or Saturday) from 08:00 to 17:00. The supervisor will manage cleaning staff in assigned areas, ensuring tasks are performed according to contract specifica�ons and schedules. They conduct regular inspec�ons, report issues, and ensure compliance with cleaning standards. A minimum of 3 years of supervisory experience in the cleaning industry is required. Strong aten�on to detail, team management, and inspec�on skills are essen�al. The candidate must be level 2 English and level 3 Arabic or Kurdish.

3.3.2. Team Lead: The team leader will manage contract personnel when the supervisor is not present. The team lead will report rou�ne issue to the supervisor, urgent issues shall be reported to the SCA in the absence of the supervisor. A team leader will be on the consulate compound during any periods of work conducted under this contract. The candidate must have level 3 Arabic or Kurdish, English proficiency is preferred but not required.

3.3.3. General Staff: All other staff performing rou�ne and periodic tasks in accordance with this SOW must be trained by the contractor for the task performed prior experience is preferred but not required. Responsibili�es include cleaning and sani�zing areas, using designated equipment to avoid cross-contamina�on, applying pes�cides, opera�ng equipment, and repor�ng maintenance issues or supply shortages. Staff must be able to follow instruc�ons and demonstrate basic knowledge of the task being performed.

Physical stamina and basic understanding of safety protocols is required.

3.4. Training – Ensure that all employees are properly trained, licensed and/or cer�fied to utilize/operate necessary chemicals, building systems, tools, and equipment which they will use to accomplish tasks. This includes any licenses and/or cer�fica�ons required by U.S. or local laws, codes, regula�ons, permits, ordinances, or guidance within this contract. Provide to the SCA and keep on file, all training records and/or cer�fica�ons for their employees and agents. Employ stewardship and effec�ve communica�on in cleaning prac�ces. Current informa�on on stewardship, training, educa�onal materials and other issues can be found on the web sites including but not limited to Stewardship for the Cleaning of Commercial and Ins�tu�onal Buildings (www.astm.org) and ISSA’s website (www.issa.com).

http://www.duolingo.com/ http://www.astm.org/ http://www.issa.com/

3.5. Conduct – Ensure all staff and agents conduct themselves in a professional and lawful manner while on the USCG facility. The Contractor shall maintain discipline at the site and shall take all reasonable precau�ons to prevent any unlawful, riotous, or disorderly conduct by Contractor employees at the USCG facility. 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 con�nuity of services at no addi�onal costs to the Government.

3.5.1. Iden�fica�on Badges – When on the USCG facility, all employees shall clearly display USCG issued iden�fica�on badges per SCA guidance.

3.5.2. Uniforms – When on the USCG facility, all employees shall wear approved uniforms.

3.5.3. Preserva�on of the Peace – All Contractor personnel shall preserve peace and protect persons and property on the USCG facility.

3.5.4. Requests for financial support – Contractor personnel shall not request financial support or monetary loans from USCG personnel.

3.5.5. Neglect of du�es – The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conduc�ng personal affairs during duty hours, general neglect of du�es, and refusing to render assistance or cooperate in upholding the integrity of the worksite security shall not be allowed.

3.5.6. Disorderly conduct – The use of abusive or offensive language, quarreling, in�mida�on by words or ac�ons, and figh�ng is forbidden. Par�cipa�on in disrup�ve ac�vi�es, which may interfere with normal and efficient Government opera�ons is not allowed.

3.5.7. An�-American Views – Expressing views or opinions hos�le to the United States of America.

3.5.8. Intoxicants and Narco�cs – The Contractor shall not allow its employees to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects while on the USCG facility. Tobacco products and vaping shall be used only in designated smoking areas.

3.5.9. Gambling – Organizing or par�cipa�ng in gambling on the USCG facility in any form is prohibited.

3.5.10. Security viola�ons – All contractor personnel must comply with all USCG security direc�ves and guidance.

3.5.11. Criminal Ac�ons – Contractor employees shall not violate U.S. or local laws, employees may be subject to criminal ac�ons as allowed by law. These include but are not limited to the following ac�ons:

3.5.11.1. Falsifica�on or unlawful concealment, removal, mu�la�on, or destruc�on of any official documents or records.

3.5.11.2. Concealment of material facts by willful omission from official documents, records, or inquiries.

3.5.11.3. Unauthorized use of Government property, the�, vandalism, or immoral conduct.

3.5.11.4. Unethical or improper use of official authority or creden�als.

3.6. Contractor staff cell phones –

3.6.1. Contractor staff cell phones must comply with the telecom requirements in sec�on 1.

3.6.2. Contractor staff may have their cell phones on the compound for personal use.

3.6.3. Taking photos or videos of the compound is strictly prohibited, any employee determined to be taking photos or videos will be removed from the contract.

3.6.4. Personal cell phones may only be charged in the contractor break room using an electrical outlet.

3.6.5. Contractor personnel are strictly prohibited from connec�ng any device to any computer or data processing equipment. Any contractor personnel caught connec�ng any device to any computer will be removed from the contract.

3.6.6. Cell phones are restricted from being carried into some areas.

3.7. The contractor shall provide clean towels, soap, and deodorant at no charge to their staff to shower at the workplace, should they choose to do so.

3.8. The contractor shall provide lockers for their personnel. These lockers will be used for storing personal items and work-related gear. All lockers shall be maintained by the contractor, ensuring they are in good working order and properly allocated for staff use. The contractor shall coordinate with the COR a�er the award of the contract on the best loca�on for the lockers and when to install these lockers.

3.9. Uniforms : Furnish all staff with matching uniforms that consists of the following: (2) collared shirt long sleeve, (2) collared shirt short sleeve, (2) slacks or pants, (2) pair black socks, (2) pair safety shoes (safety toe, slip resistant, electrical resistant), (1) pair rubber boots 20-30 cm tall, (1) hat with wide brim, (1) insulated cold weather coat (1) raincoat. All shirts, jackets, and coats shall have the company logo. All uniform items must be approved by the COR. All uniform shirts, pants, and socks must be laundered minimum weekly. All uniforms shall be free of tears and permanent stains and have even color.

3.10. Personal Protec�ve Equipment: The contractor shall provide all Personal Protec�ve Equipment (PPE) required to complete a task safely as iden�fied in the AHAs, industry standards, or OSHA requirements. All PPE must fit properly and be in good working order.

4. Product Requirements

4.1. All products must be approved by the COR prior to the contractor purchasing them for use on this contract. All chemicals shall have a Safety Data Sheet (SDS) on record with the Contractor and the SCA before it can be brought onto the facility and/or used. All products shall be hypoallergenic, non-staining, and low odor when an acceptable op�on is available.

4.2. When a disinfectant product is used, it must be an Environmental Protec�on Agency (EPA)-registered product or another product containing the same ac�ve ingredient(s) at the same or greater concentra�on and, to the maximum extent prac�cable, be EPA Design for the Environment (DfE)-cer�fied. A list of disinfectants that are both EPA-registered and DfE-cer�fied is at htps://www.epa.gov/pes�cide-labels/dfe- cer�fied-disinfectants. The Contractor must use the disinfectants in accordance with direc�ons provided by the manufacturer. The Contractor must wear disposable gloves (e.g., latex or nitrile), facemasks (if applicable), and any addi�onal required personal protec�ve equipment as recommended by the manufacturer, OSHA, or the SCA when conduc�ng work. All paper products and expendable items must fit the dispensers in which they will be installed. The Contractor shall track cleaning product and materials purchases as described herein.

4.3. Approved Cleaning Chemicals

Link to list of preapproved chemicals. Search Products that Meet the Safer Choice Standard

| US EPA

4.4. Local brands with streamlined approval: CIF, Harpic, Mr. Muscle, Persil, Fairy, Lifebuoy, Detol, Dove, Clorox, Vanish, Hi-Gyne

4.5. Expendable Supplies

Expendable supplies shall properly fit the dispenser it is installed in. Toilet paper and paper towels must fit the installed dispensers in accordance with manufacture’s specifica�ons.

5. Sustainable Cleaning Plan The Contractor shall submit a sustainable cleaning plan that sets forth the procedures, products and equipment that will be used to reduce the exposure of building occupants and maintenance personnel to poten�ally hazardous chemical, biological, and par�culate contaminants. The plan shall include building- specific standards that will apply to dus�ng, dust mopping, dry floor cleaning, chemical handling and tracking, cleaning equipment and associated planned maintenance. Plan shall also describe how hard floor and carpet maintenance will minimize chemical use; prac�ces for cleaning entryways; prac�ces for the handling and storage of cleaning chemicals to minimize spills, leaks, and other mismanagement; prac�ces related to the use of chemical concentrates and dilu�ons systems; personnel training; and sustainable cleaning quality control processes. The Sustainable Cleaning Plan is due to the SCA within 15 calendar days before the start of the contract.

The Contractor shall also ensure that: (a) Vacuum cleaners meet the Carpet and Rug Ins�tute (CRI) Seal of Approval htps://carpet-rug.org/tes�ng/seal-of-approval-program/cer�fied-vacuums/. (b) Cleaner products that require dilu�on are used whenever possible as compared to ready-to-use products. Dilu�on control equipment should be u�lized to ensure correct dilu�ons of concentrates and to protect workers from exposure to concentrated chemicals.

The Contractor is required to conduct custodial and related services u�lizing industry best prac�ces, manufacturer’s instruc�ons, and ecological principles to minimize the Government’s environmental footprint.

https://www.epa.gov/pesticide-labels/dfe-certified-disinfectants https://www.epa.gov/pesticide-labels/dfe-certified-disinfectants https://www.epa.gov/saferchoice/products https://www.epa.gov/saferchoice/products https://carpet-rug.org/testing/seal-of-approval-program/certified-vacuums/ https://carpet-rug.org/testing/seal-of-approval-program/certified-vacuums/

The Contractor and their personnel shall employ prac�ces and use products and equipment that are energy-efficient, water-efficient, minimize material resource use, optimize indoor air quality, and meet the sustainable product requirements of this specification. Examples of sustainable cleaning prac�ces include:

5.1.1. Communica�ng the building’s sustainability performance goals and requirements, as directed by the SCA.

5.1.2. A�er cleaning or leaving a room that is unoccupied, turn off lights and water faucets.

5.1.3. Closing window blinds when prac�cal, especially in the summer, over long weekends, and during extended closures of the building.

5.1.4. Turning off equipment when not in use. [Note: The Contractor shall never turn off or unplug Government equipment in the space they are cleaning without prior writen approval by the SCA. The Contractor must ensure that workers do not adjust mechanical equipment controls for hea�ng, ven�la�on and air condi�oning systems.]

5.1.5. No�fying a member of the SCA of any observed water leaks or other damaged infrastructure immediately.

5.1.6. When replacing exis�ng equipment, strive to acquire replacement equipment in the top 25% of efficiency as per the Energy Star guidelines.

5.1.7. Employing prac�ces that reduce dependency on non-renewable sources of energy.

5.1.8. Proof of Compliance: Prior to the start of contract, the Contractor shall submit list of products to the SCA. Proof of compliance with the sustainable product requirements for each product. Contractors may show proof of compliance by providing an ecolabel compliance cer�ficate, a screenshot of a product descrip�on showing compliance, or other method deemed acceptable by the Government.

6. Safety

The contractor shall ensure that all personnel on the consulate compound are properly protected from injury.

6.1. Hazard Communica�on Plan

The Contractor shall submit a hazard communica�on plan in accordance with the OSHA requirements in 29 C.F.R. § 1910.1200. The plan will list all chemical products proposed to be used in the performance of the contract and include current Safety Data Sheets (SDS) for each product. The plan shall include documenta�on of training for all Contractor staff in the plan and the hazard communica�on standard. The plan shall also iden�fy the method of labeling the Contractor will use for all chemical product containers, including secondary dispensing containers used on site. The standard requires the Contractor to maintain a copy of their writen Hazard Communica�on Plan onsite and it must be readily available to employees. The Hazard Communica�on Plan is due to the SCA within 15 calendar days a�er the start of the contract.

The sustainable cleaning and hazard communica�on plans may be combined into a single document at the discre�on of the Contractor.

6.2. Safety Data Sheets

All new products used during the life of the contract must have Safety Data Sheets (SDS) provided to the SCA prior to bringing and/or using these products on site. The Contractor shall use only commercially available products that meet OSHA, USG, and local codes and regula�ons.

The Contractor shall maintain the SDS in a loca�on accessible to all employees and shall advise the SCA of its loca�on. The SDS shall be available for inspec�on by the SCA upon request. The Contractor shall take every precau�on to ensure that environmentally sustainable products are used. Informa�on can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. An inventory list of products to be used under this contract shall be provided to the SCA. This list shall be updated as necessary, with a copy provided to the SCA, throughout the term of the contract. The SCA shall contact the Contractor immediately if any item is deemed inappropriate for use under this contract.

6.3. Ac�vity Hazard Analysis

The contractor shall conduct an Ac�vity Hazard Analysis (AHA) for each task to be undertaken as part of this contract in accordance with EM-385, Occupa�onal Safety and Health Administra�on (OSHA), U.S. Department of State office of Safety, Health, and Environmental Management (SHEM), and Original Equipment Manufacturer (OEM) requirements. All contract personnel shall have formal training to mi�gate all iden�fied hazards. All AHA’s and training records shall be maintained on site by the Contractor and submited to the SCA representa�ve prior to conduc�ng any work related to this contract.

7. High-Touch Surfaces

7.1. The Contractor shall wipe down all solid, high-touch (frequently touched) surfaces daily unless otherwise specified, with cleaning products containing disinfectant and detergent that meet the sustainable product specifica�on. This requirement is compliant with guidance issued by Centers for Disease Control and Preven�on (CDC), which include the rou�ne cleaning of all high-touch (frequently touched) surfaces. The Contractor must wear disposable gloves (e.g., latex or nitrile), facemasks (if applicable) and any addi�onal required personal protec�ve equipment as recommended by the product manufacturer when cleaning. Cleaning products and applica�on should be chosen so as not to damage interior finishes or furnishings, including OBO’s fine arts collec�ons and murals, and historic materials and finishes. “Rou�nely,” for purposes of this scope, is defined as being in accordance with applicable guidance from the CDC but shall not be less frequently than once daily or once per shi� where custodial services are provided for during more than one shi�. Daily is defined as the normal opera�ng hours where the custodial contractor is currently performing the standard rou�ng services.

7.2. Examples of high-touch (frequently touched) surfaces include, but are not limited to the following: handrails, door knobs, access control panels, light switches, countertops, water faucets and handles, elevator butons, sinks, toilets and control handles, table tops, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, and water cooler and drinking fountain controls.

8. Interior

8.1. Hard-Surface Floor Care

The Contractor shall clean the hard surface flooring one �me per day each workday. The contractor shall provide a floor maintenance schedule as part of their cleaning schedule to the SCA in accordance with The Contractor’s Submitals/Deliverables Chart. The floor maintenance schedule must outline rou�ne, periodic, and restora�ve tasks (stripping and refinishing) two �mes per year for all areas. All floor cleaning and maintenance shall comply with the original equipment manufacturer's recommenda�ons.

8.1.1. Mops and cleaning rags used in restrooms shall not be used to clean any other areas.

8.1.2. Mops and cleaning rags shall be cleaned and sani�zed and a�er each day of use.

8.2. Interior Carpets and Rugs

Cleaning of carpets and rugs shall comply with original equipment manufacturer’s recommenda�ons.

8.2.1. Standard Rou�ne Cleaning: The contractor shall relocate and replace easily movable items only (chairs/trash cans), to remove all debris, vacuuming all areas, and spot cleaning of small spills, crusted materials, and removable spots one �me per workday.

Harsh brushing or scrubbing shall be used sparingly to minimize deteriora�on or fuzzing to the carpets and rugs. Cleaned areas of carpets and rugs shall be reasonably blended with surrounding carpets. The Contractor shall u�lize vacuum cleaners with a minimum of HEPA (greater than MERV 14) filtra�on.

8.2.2. Deep Cleaning: The Contractor shall coordinate with the SCA regarding the �mes when carpet shall be deep cleaned two �mes per year. The carpet shall be dry before customers occupy the building on the next business day. The Contractor shall take measures to prevent the growth of mold and is responsible for any remedia�on that may be required. Moving of furniture and equipment is to be coordinated with the SCA.

Any furnishings or equipment moved are to be returned to their original posi�ons.

8.2.3. Spot Cleaning: A spot is defined as approximately 12” X 12”. Carpet surfaces shall be free of removable spots, soiled traffic paterns, debris, gum, and crusted materials.

8.2.4. Floor Mats and Runners

The USG shall furnish all mats and runners. The SCA shall approve all �mes of use and replacement for mats and runners including mat size, type, and placement Mats and runners shall be laid out as specified by the SCA at main entrances, main lobbies, main and secondary corridors at all �mes. Replacement mats and runners shall be the same type as the original mats and runners.

Mats and runners shall be free of spots, soiled traffic paterns, gum, and crusted materials daily as needed. They shall be cleaned with detergent and pressure washing in accordance with the manufacturer's instruc�ons when replaced due to inclement weather of on an as needed basis. All carpet runners and mats shall be dry before being reinstalled. Any Government provided mats and runners that are found to be non-repairable or cannot be cleaned shall be brought to the aten�on of the SCA so they can be replaced. Mats and runners shall be stored in accordance with the ANSI/ASSP A1264.2-2006 ‘Provision of Slip Resistance on Walking/Working Surfaces Guidelines.’ When the procurement of new mats and runners is necessary, the Contractor shall adhere to ABAAS requirements.

The use of larger mats and runners, where appropriate, as opposed to several smaller mats and runners, is preferred to eliminate overlapping and to reduce poten�al tripping hazards.

In the event of wet or inclement weather, “Slippery When Wet” Signs shall be placed at each building entrance, mats and runners shall be placed and replaced as needed to reduce water being tracked into the buildings at entrances and at other areas iden�fied by the SCA prior to the building occupants repor�ng to work. Wet or inclement weather mats and runners shall be removed, cleaned, and stored by the Contractor when the SCA determines that they are no longer required.

8.3. Kitchenetes, Breakrooms, and Lacta�on Rooms

The contractor shall clean and sani�ze kitchenetes, breakrooms, conference room kitchenetes, execu�ve office kitchenetes, and lacta�on rooms. Building users are responsible for daily cleaning of their own dishes.

8.3.1. Standard Rou�ng Cleaning: Kitchenetes, breakrooms, and lacta�on rooms shall be cleaned one �me per day every workday as iden�fied in the schedule. The contractor shall clean and disinfect countertops, backsplashes, tables, chairs, sinks, faucets, and appliances, such as microwaves and coffee machines. High-touch areas, including refrigerator handles, vending machines, and soap dispensers, shall be sani�zed. Floors shall be swept or mopped according to flooring type, and trash bins shall be emp�ed and sani�zed. Restock all expendable supplies. The contractor shall wash, dry and store dishes in conference rooms and the execu�ve office.

8.3.2. Deep Cleaning: Kitchenetes, Breakrooms, Conference Room Kitchenetes, and lacta�on rooms areas shall be deep cleaned two �mes per year. The contractor shall thoroughly scrub or steam clean wall and floor tiles, grout, baseboards, and non-slip flooring to remove dirt, mildew, and other buildup. The contractor shall clean hard-to-reach areas, chair legs, table legs, including under counters, behind fixtures, and beneath appliances. Plumbing fixtures, including faucets, sinks, and drinking fountains, shall be descaled and polished. The contractor shall clean appliances including refrigerator, ice machines, ovens, freezers, dishwashers, microwaves, coffee machines, and other countertop appliances inside and out. Areas beneath and behind appliances and fixtures shall also be thoroughly cleaned. Dishes and utensils in shared spaces shall be washed, sanitized, and polished. Interiors and exterior of all cabinets shall be thoroughly cleaned and sanitized.

8.3.3. The use of Abrasive implements (scrubbers, metal mesh, pads, etc.) and abrasive cleansers are not permited.

8.3.4. All rags, mops, and other cleaning implements used in the kitchenetes, break rooms, and lacta�on rooms shall be dedicated to the area where used. Cleaning implements used in other areas shall not be used in these areas unless approved by the CO in wri�ng.

8.3.5. Cleaning tools, brushes, and rags used to clean kitchenetes shall not be used for other areas.

8.3.6. Each loca�on shall be cleaned per the schedule provided.

8.3.7. All areas shall be free of grimes, soap scum, smudges, waste, solids, liquids, mold, and dirt when cleaned.

8.4. Restrooms, Shower Rooms, and Locker Rooms

8.4.1. Standard Rou�ng Cleaning: Restrooms, showers, and locker rooms shall be conducted three �mes per day every day (unless otherwise specified). The Contractor shall clean and disinfect toilets, urinals, sinks, mirrors, countertops, hand dryers, showerheads, and faucets. The Contractor shall sanitize high-touch areas such as door handles, soap dispensers, light switches, and toilet flush handles. The Contractor shall sweep and mop floors. The Contractor shall sanitize walls near toilets and urinals to address backsplash. The Contractor shall empty and sanitize trash bins, including sanitary disposal bins, as needed. The Contractor shall restock consumables supplies, such as toilet paper, seat covers, feminine hygiene disposal bags, soap, and deodorizers as needed.

8.4.2. Deep Cleaning: Restrooms, showers, and locker rooms shall be conducted two �mes per year. The Contractor shall thoroughly scrub or steam clean wall and floor tiles, grout, baseboards, and non-slip flooring to remove dirt, mildew, and other buildup. The Contractor shall clean hard-to-reach areas, including under counters, behind fixtures, and beneath appliances. Plumbing fixtures, including faucets, showerheads, and drinking fountains, shall be descaled and polished. Shower curtains shall be cleaned, sanitized, or replaced as necessary to maintain hygiene. The Contractor shall perform a thorough deep cleaning of floors, walls, and surfaces, including grout and tiles, and shall strip, repair, and reseal grout and tile floors to restore their appearance and durability.

8.4.3. The use of Abrasive implements (scrubbers, metal mesh, pads, etc.) and abrasive cleansers are not permited.

8.4.4. A separate cleaning cart used for restrooms shall be provided by the contractor and the cleaning implements and chemicals on the cart shall be dedicated to cleaning restrooms or locker rooms only.

8.4.5. Cleaning tools, brushes, and rags used to clean lavatories shall not be used for sinks or showers.

8.4.6. Each loca�on shall be cleaned per the schedule provided.

8.4.7. All areas shall be free of grimes, soap scum, smudges, waste, solids, liquids, mold, and dirt when cleaned. Restrooms shall be steam cleaned as required.

8.5. Office Spaces, Common Areas, and mee�ng Rooms

Conference Rooms The contractor shall provide comprehensive cleaning and maintenance services for office and common areas, ensuring cleanliness, hygiene, preserva�on, and func�onality of all surfaces and furnishings. The contractor shall provide cleaning services for all common areas, including but not limited to hallways, interior stairways, atriums, entry ways, foyers, wai�ng rooms, access control facili�es, offices, and elevators. Tasks include care for furniture, electronics, walls, doors, window frames, glass, floors, fine art, signage, chandeliers, curtains, and blinds.

8.5.1. Standard Rou�ng Cleaning: Office spaces shall be vacuumed, dusted, wiped with damp rags with detergent one �me per workday. The contractor shall provide comprehensive cleaning services for office and common areas, including furniture, electronics, walls, doors, window frames, glass, floors, fine art, signage, and more. The contractor shall dust and wipe all furniture, including desks, chairs, tables, and work surfaces, using microfiber cloths. Electronics, such as printers, phones, and monitors, shall be cleaned with screen-safe solu�ons. Upholstered furniture shall be vacuumed or brushed to remove dust if needed. The contractor shall spot clean walls, paneling, doors, and window frames using non-abrasive materials, with a focus on high-touch areas like door handles. All interior glass shall be spot cleaned with microfiber cloths and mild soap to maintain clarity. The contractor shall vacuum carpets, dust mop hard surfaces, and wet mop or spot clean any spills or visible stains. Fine art and signage, including glass-protected artwork, frames, and metal finishes, shall be dusted using so�, non-abrasive tools. Curtains and blinds shall also be dusted daily. Plas�c bags in waste receptacles shall be replaced, unless it is empty. Five addi�onal bags shall be maintained in the botom of the trash can. Paper recycling containers shall be emp�ed, and the contents placed in the designated collec�on point.

8.5.2. Deep Cleaning: Office spaces shall be deep cleaned two �mes per year. The contractor shall polish veneer surfaces and perform detailed cleaning of electronics and display cases. Upholstered furniture shall undergo spot cleaning, and a thorough vacuuming shall be performed. The contractor shall dust walls, doors, and window frames in detail, including hard-to-reach areas. The contractor shall deep clean hard floors, polish surfaces, shampoo rugs and carpets, and clean grout where necessary.

Metal signage shall be polished, and curtains and blinds shall be thoroughly cleaned.

8.5.3. The contractor shall not relocate any paperwork or equipment on desks while cleaning.

8.5.4. A separate cleaning cart used for restrooms shall be provided by the contractor and the cleaning implements and chemicals on the cart shall be dedicated to cleaning restrooms or locker rooms only.

8.5.5. Cleaning tools, brushes, and rags used to clean lavatories shall not be used for sinks or showers.

8.5.6. Each loca�on shall be cleaned per the schedule provided.

8.6. Gyms

The contractor shall clean and maintain the entire gym facility, including gym equipment, flooring, mirrors, and associated areas. Responsibilities include restocking consumable supplies for gym users, maintaining cleanliness standards in all areas. The contractor shall ensure that all equipment, surfaces, and facilities are cleaned and sanitized.

8.6.1. Standard Rou�ng Cleaning: The contractor shall clean the gym and all equipment one �me per day every day. The contractor shall clean all gym equipment surfaces, including handles, seats, touchscreens, adjustment levers, and weightlifting equipment, using a gym-safe disinfectant applied to microfiber cloths. Equipment shall not be sprayed directly to prevent damage to electronic components. Mats, benches, and high-use areas shall be wiped down to remove sweat, dirt, and grime. Flooring throughout the gym shall be swept or vacuumed and damp mopped as necessary to remove debris, with non-slip solutions used on gym mats and non-slip flooring. Mirrors and glass surfaces shall be cleaned to maintain streak-free clarity. Cleaning supplies for gym users, such as disinfectant spray bottles and wipes, shall be replenished at designated stations daily. The contractor shall replenish expendable supplies such as paper towels, wipes, and disinfecting liquid and ensure the spray bottles are working properly. Replace all trash bags, unless empty and ensure five spares are left in the bottom of the receptacle.

8.6.1.1. The contractor shall provide disinfec�ng wipes designed for use in a gym which contains Benzalkonium Chloride: 0.13%.

8.6.1.2. One spray botle in good working order for every fi�een square meters of gym area shall be provided, the cleaning solu�on shall contain a minimum of four percent hydrogen peroxide.

8.6.1.3. Paper towel dispensers shall be refilled when half full.

8.6.2. Deep Cleaning: Gyms shall be deep cleaned two �mes per year. The contractor shall perform a thorough cleaning of all gym equipment, including wiping down frames, base plates, and less accessible parts of machines to remove dust and buildup. Rubber or vinyl surfaces on equipment and mats shall be cleaned with appropriate products to maintain their appearance and prevent wear. Non-slip flooring and gym mats shall be cleaned with industrial-grade solutions to maintain hygiene and traction. Small equipment such as yoga blocks, dumbbells, and kettlebells shall be sanitized. Vent covers and light fixtures in the gym shall be dusted and cleaned. The contractor shall also perform a deep cleaning of the entire gym facility, including dismantling gym equipment where accessible to remove hidden dirt and grime. Upholstered surfaces, such as bench padding, shall be shampooed or steam cleaned using approved methods.

Relocate equipment and machines to clean rubber mats, gym flooring, and non-slip surfaces shall be deep cleaned with specialized solutions to restore hygiene and safety.

Supply stations…