Attachment 2b Florence Technical Specifications.docx

CONSULATE OF THE UNITED STATES OF AMERICA

Lungarno Vespucci, 38 Florence ITALY

Cleaning Services

Offices and Government Owned/Leased Residences

Technical Specifications Attachment 2b: Florence

FY2025

Facility Maintenance

INDEX

SCOPE OF SERVICE

General

The Consulate of the United States of America in Florence requires cleaning services for U.S. Government-owned properties in Florence, including the Chancery and Annex buildings. The Contractor is responsible for performing standard cleaning services as outlined in Chapter 3 of the contract. In addition, the Contractor shall provide labor and equipment for "Temporary Additional Services," which may be requested for extended periods under special circumstances. These additional services are distinct from those categorized as "Standard Services" in the contract.

To fulfill the requirements of the contract, the Contractor shall supply all necessary skilled and unskilled labor, materials, equipment, transportation, supervision, administrative and management oversight, and any technical expertise required to carry out the specified services. The Contractor is also required to designate a workforce coordinator to oversee operations within the Consulate. This coordinator will serve as the liaison between the Contractor and the Embassy and shall possess fluent written and oral English skills. Additionally, the coordinator is required to visit the premises at least once every other month.

The Contractor shall ensure that a supervisor visits the premises every other month. Subject to availability, the Contractor may be provided with office space equipped with a telephone for internal calls.

Safety is a critical priority for all personnel working on-site. Workers shall adhere to standard safety codes, and temporary safety awareness and protection measures shall be implemented to safeguard third parties, particularly given that the premises include both office buildings and residential apartments. These measures shall be installed with care and attention to ensure the safety of all individuals.

CONSISTENCY & LOCATIONS

The attached tables provide detailed information regarding office locations, types of items, and measurements of areas within each building. Offerors are required to specify the minimum number of cleaning personnel (char force) to be assigned to each location, ensuring that the staffing levels align with the consistency and frequency of services required. All standard cleaning services shall be performed on regular Consulate working days.

PALAZZO CANEVARO (Main Building)

Outside Areas:

Outside areas used by the public

1,000

Basement:

Ground floor:

Entrance\Lobby

Offices

Public areas

Vault

Mezzanine floor:

Piano Nobile:

Offices

Public areas

Balconies

Around building

Kitchen

ANNEX BUILDING

Basement:

Ground floor:

LGF changing area

Entrance\Lobby

Offices

CONSISTENCY OF BATHROOMS

EQUIPMENT ROOMS

Location

GUARD BOOTH

Police And Guard Booths

Linoleum floor 4 m2

KITCHENETTE

No. 1 Kitchenette at the Annex Building Ground floor

Recycled Material Containers

Paper

Basement floor

Glass/Plastic/Aluminum

Basement floor

Battery

Cartridge

Lightbulb

WORK REQUIREMENTS & FREQUENCY OF TASKS

Standard Services

The required services include performing all tasks outlined in this section at the specified frequencies. Routine janitorial services shall be conducted Monday through Friday, between 08:30 and 17:30, with a minimum of one person present on-site during these hours.

For classified areas, the schedule will be determined by the relevant offices within this timeframe.

Periodic janitorial services may be scheduled on Saturdays, between 08:00 and 16:00, for offices and common areas across all buildings. However, a written schedule for these services shall be submitted to the Embassy’s Contracting Officer’s Representative (COR) in advance for approval.

Standard Services for the Consulate Compound Chancery and Annex Buildings

The tasks required for cleaning services include a comprehensive set of activities to ensure cleanliness and hygiene across all designated areas. These tasks involve:

Daily Tasks

1. Thoroughly clean toilets, restrooms, and shower facilities using appropriate non-abrasive cleaners, chemical solutions, disinfectants, and deodorizers. Avoid using acid or other corrosive materials. Ensure all surfaces are free of grime, soap scum, mold, fingerprints, and smudges, maintaining sanitary conditions.

2. Replenish paper towels and toilet paper in all restrooms, ensuring sufficient supplies to last for 24 hours.

3. Clean the kitchenette, including dusting and mopping the floor, washing the kitchen sink and furniture, and emptying trash containers. Replace trash liners and ensure an adequate supply of paper towels to last for at least 24 hours.

4. Empty all recycling containers, replace plastic liners, and return them to their original locations. This task is limited to bathrooms, kitchenettes, and designated recycling centers, not individual offices.

5. Clean the exercise and aerobics room to include wiping exercise mats and benches, dusting equipment etc. and spraying with room deodorizer.

Once a Week

1. Empty all wastebaskets, including those in individual office spaces, replace plastic liners, and return them to their original locations.

2. Dust and mop marble, tiled, linoleum, and parquet floors in offices and corridors to ensure they are free of dust, mud, footprints, liquid spills, and debris.

3. Vacuum wall-to-wall carpeting and area rugs.

4. Wash and mop LGF Guard booths.

5. Remove grease marks, fingerprints, and smudges from walls, doors, door frames, and similar surfaces using ammonia-based window cleaner and lint-free cloths or paper towels.

6. Wash glass surfaces, including public windows at the consulate visa offices, guard booths, glass doors, and glass partitions.

7. Clean the interior of elevators, including mirrors, floors, brass handles, and sliding door tracks.

8. Sweep building entrances.

9. Inspect all common areas, both interior and exterior, for leftover materials, remove them, and transport them to designated collection points.

10. Dust and clean all furniture, including desks, chairs, credenzas, computers, typing tables, empty bookshelves, coffee tables, conference tables, coat racks, telephones, typewriters, computers, table lamps, safes, and file cabinets, ensuring all surfaces are free of dust, dirt, and sticky residue.

11. Wash and sweep internal and external staircases, including dusting railings.

12. Dust fan coils.

13. Sweep outside areas, including the CAC area in Piazza Garibaldi and the space in front of the building.

14. Perform deep cleaning of gym facilities, including dressing rooms, all equipment, light fixtures, ceiling fans, and ductwork.

15. Cleaning outside ashtrays by emptying, washing, or wiping them with a damp cloth, and placing them back in their original positions.

16. Clean the first-floor area of Nobile, including dusting and mopping marble surfaces, cleaning parquet floors, and dusting furniture and built-in bookcases.

Twice Daily

Twice daily, the following areas shall be cleaned to ensure hygiene and sanitary conditions:

1. Gym bathrooms.

2. Public bathrooms.

Once a Month

1. Replace door mats at the entrances of various buildings throughout the Embassy compound as specified in Section 4.

2. Sweep the roof terrace and clean all drainage grids to ensure proper water flow and prevent debris accumulation.

3. Wash plastic, wooden, and metal garden furniture to ensure they are clean and presentable.

4. Remove leaves and other debris from rainwater drainage system grates within the Consulate to prevent blockages and maintain proper drainage.

Once Every Two Months

1. Wash windowpanes both inside and outside, as well as all glass surfaces, to ensure they are clean, streak-free, and presentable. This task is limited to the various office spaces and Piano Nobile area.

2. Dust all pictures, maps, books, mountings, ceilings, and walls to remove dirt and maintain a tidy and professional appearance.

3. Wash the driveway and garage area to ensure a clean and presentable appearance.

4. Wash and sweep the balconies of the Chancery building to remove dirt and debris.

Once Every Three Months

1. Wash and sweep the floors in basement areas to ensure they are free of dirt, debris, and dust.

2. Clean the area behind the garden wall and above the generator and boiler to remove accumulated dirt and maintain a tidy and functional space.

3. Wash and sweep floor tiles and dust equipment in equipment and electrical rooms.

Once Every Six Months

1. Shampoo the runners of staircases to remove dirt, stains, and debris, ensuring a clean and refreshed appearance.

2. Clean ceiling light fixtures and floor lamps in all offices, corridors, and bathrooms to remove dust and maintain proper lighting conditions.

3. Dust stucco ornamentations on walls, particularly those located in the grand staircase and Piano Nobile, using only a feather duster to avoid damage. This task should be performed up to the maximum reachable height.

Once a Year

1. Wash and dust all wood shutters to remove dirt and maintain their appearance.

Temporary Additional Services

Temporary Additional Services are supplemental tasks that the contractor may be required to perform beyond the regularly scheduled services. These services will be ordered by the Contracting Officer’s Representative (COR) on an as-needed basis, with a minimum of 24-hour advance notice. The services include:

· Polishing marble floors and floor tiles using a planning machine for smoothing, including rough-shaping and overhauling with a sharp-stone machine. Polishing near perimeter walls and corners shall be done manually.

· Washing curtains, including assembly and disassembly.

· Smoothening varnish finishes and semi-lacquering of wooden floors.

· Chemical polishing of marble, tile, and linoleum floors.

· Shampooing carpets.

· Power washing exterior fire bricks or ceramic tiles.

· Removing old wooden floors, preparing and repairing the mortar bed underneath, and supplying, installing, sealing, sanding, and polishing 18 mm thick oak wooden floors using the same methodology.

· Removing dead plants, soil, pots, and other trash materials from terraces and balconies, and transporting them to a public dump (average of 20 square meters for 2 cubic meters of trash).

· Removing miscellaneous trash materials from cantinas and garages, including transportation to a public dump (estimated 2 cubic meters of trash).

· Removing miscellaneous trash materials from apartments, terraces, or balconies, including transportation to a public dump (estimated 3 cubic meters of trash).

· Providing maid services at the Consul residence, including general cleaning, laundry, ironing, and bed-making.

Temporary Additional Services

Government owned or leased apartments painted and furnished

The following tasks outline additional cleaning and maintenance services that may be required for apartments or other designated areas. These services ensure thorough cleaning and upkeep and may involve specialized tasks:

· Wash and/or mop all types of floors to remove dirt and maintain cleanliness.

· Vacuum carpets to eliminate dust, debris, and allergens.

· Wax marble floors and/or floor tiles to restore shine and protect surfaces.

· Clean entire restrooms, including wall tiles, bathtubs, accessories, and other fixtures, ensuring sanitary conditions.

· Wash the inside and outside of base and wall kitchen cabinets, countertops, and kitchen hoods to maintain hygiene and remove grease or dirt.

· Clean the inside and outside of washing machines, dryers, gas ranges, and refrigerators to ensure proper functionality and cleanliness.

· Dust furniture and bookshelves, including built-in closets, to remove dirt and maintain a tidy appearance.

· Polish door and window handle to restore their shine and maintain a professional look.

· Wash and/or dust rolling and wooden shutters to remove dirt and debris.

· Wash window glass panes and windowsills to ensure they are clean and streak-free.

· Wash radiators to remove dust and maintain proper heating efficiency.

· Wash and/or sweep terraces and balconies to remove dirt, debris, and trash.

· Clean crystal chandeliers and/or light fixtures to maintain their appearance and functionality.

· Move furniture as needed for cleaning and return it to its original location once cleaning is completed.

· Polish and wax parquet floors to restore their shine and protect the wood.

· Remove and dispose of trash left in the apartment, up to one cubic meter. If the trash exceeds this amount, the contractor will be compensated for removal at the agreed-upon rate.

Temporary Additional Services

Government owned or leased apartments painted and NOT furnished

The outlined tasks represent a comprehensive cleaning and maintenance service for apartments or designated areas. These services ensure thorough cleaning, sanitation, and upkeep, addressing various aspects of the space:

· Washing and/or mopping all types of floors to remove dirt and maintain cleanliness.

· Vacuuming carpets to eliminate dust, debris, and allergens.

· Waxing marble floors and/or floor tiles to restore shine and protect surfaces.

· Cleaning entire restrooms, including wall tiles, bathtubs, accessories, and fixtures, to ensure sanitary conditions.

· Washing the inside and outside of base and wall kitchen cabinets, countertops, and kitchen hoods to remove grease and maintain hygiene.

· Cleaning the inside and outside of washing machines, dryers, gas ranges, and refrigerators to ensure proper functionality and cleanliness.

· Dusting furniture and bookshelves, including built-in closets, to remove dirt and maintain a tidy appearance.

· Polishing door and window handle to restore their shine and maintain a professional look.

· Washing and/or dusting rolling and wooden shutters to remove dirt and debris.

· Washing window glass panes and windowsills to ensure they are clean and streak-free.

· Washing radiators to remove dust and maintain proper heating efficiency.

· Washing and/or sweeping terraces and balconies to remove dirt, debris, and trash.

· Cleaning crystal chandeliers and/or light fixtures to maintain their appearance and functionality.

· Moving furniture as needed for cleaning and returning it to its original location once cleaning is completed.

· Polishing and waxing parquet floors to restore their shine and protect the wood.

· Removing and disposing of trash left in the apartment, up to one cubic meter. If the trash exceeds this amount, the contractor will be compensated for removal at the agreed-upon rate.

PRODUCTS AND TOOLS

The Contractor shall submit manufacturer Material Data Sheets for all products intended for use during the contract period. These data sheets shall be approved and certified by the Ministry of Health as "PRESIDIO MEDICO."

All cleaning products shall be alcohol- or bleach-based and designated as antimicrobial. Paper products provided for toilets, hand drying, and other uses shall contain recycled materials and include labeling that specifies the percentage of recycled materials used.

The Contractor shall utilize disposable dusting and cleaning cloths, which shall be replaced after cleaning each workstation to ensure hygiene and prevent cross-contamination. Additionally, the Contractor shall include a detailed description of the floor cleaning tools, methods, and products to be used.

These requirements are designed to ensure compliance with health and environmental standards while maintaining high-quality cleaning practices.

Material Included in the Service

The Contractor is responsible for providing all materials and equipment necessary to perform both scheduled and unscheduled services under the contract. This includes uniforms, personnel equipment, tools, cloths, detergents, plastic liners, urinal deodorant tablets, polishes, and any other items required to fulfill the duties outlined in the agreement.

The following materials shall be supplied by the Contractor, with quantities determined based on the number of users and locations:

· Paper towels for bathrooms and kitchenette areas.

· Toilet paper for all restroom facilities.

· Paper toilet covers for sanitary use.

· Hand soap for hygiene purposes.

· Dispensers for all listed materials.

The Contractor is also responsible for supplying, installing, and maintaining all necessary dispensers for these materials. For details regarding the locations of bathrooms and kitchens requiring dispensers, refer to Section 2.0 of the contract.

Quantity and Locations

15 Local guards 60 Visitors

20 Kitchen and Gym users

Door Mats The Contractor is responsible for supplying and replacing door mats on a monthly basis for the entrances of each building and Controlled Access Centers (CACs). The mats should be approximately 100 x 200 cm in size, with the exact dimensions to be confirmed prior to placing the order. This ensures that the mats are appropriately sized and meet the requirements of the designated areas.

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