Attachment 2c Milan and Genoa Technical Specifications.doc

US CONSULATE GENERAL

MILAN

VIA Principe Amedeo 2/10 Milan ITALY

Cleaning Services Government Leased Offices and Residences Technical Specifications Attachment 2c: Milan and Genoa

FY 2025

Facility Maintenance

1. SCOPE OF SERVICE

General

The American Consulate of the United States of America in Milan requires cleaning services for U.S. Government-owned and leased properties in Milan, including the Main Consular Building located at Via Principe Amedeo, the CGR at Via Pietro Cossa n. 1, the Marines Residence, and approximately 50 leased units in Milan and the surrounding area, and the Consular Agency of Genoa in Via Dante, 2, Palazzo Nuova Borsa, 3rd floor, Genoa.

The Contractor shall perform standard cleaning services as outlined in Chapter 3 and shall provide labor and equipment for any additional services as needed. The additional services, referred to in Chapter 3 as “Temporary Additional Services,” may be requested for extended periods under special circumstances. These services are not included under the "STANDARD SERVICES" section of the contract.

The Contractor shall provide all skilled and unskilled labor, materials, equipment, transportation, supervision, administrative and management oversight, as well as technical expertise necessary to execute all required services described in this contract. Additionally, the Contractor shall appoint one of its personnel as the supervisor for the workforce assigned to work within the U.S. Consulate. This individual will also serve as the liaison between the Contractor and the U.S. Consulate and shall be fluent in both written and spoken English.

Maximum attention shall be given to the safety of personnel working on-site. Workers shall adhere to all standard safety codes. Since the premises include office buildings and residential apartments, temporary safety awareness and protection measures for third parties shall be implemented with care and attention.

2. CONSISTENCY & LOCATIONS

The attached tables list the office locations, types of items, and detailed measurements of floors, wall-to-wall carpeting, rugs, glass surfaces, and all common areas for each building and/or Government-owned residence. Offerors shall specify the minimum cleaning staff to be assigned to each location, taking into account the consistency and frequency of services required.

MILAN

EXTERIOR AREAS

MEASUREMENTS OF COMPOUND

COMMON AREAS - Sq. mt.

Tiles and or Cobblestones

Once Weekly

No cleaning by contractor

No cleaning by contractor

BASEMENT FLOOR

Type of Floor - Sq. mt.

Frequency

Generator

See Equipment rooms details

Electrical Substation

See Equipment rooms details

Electrical POD (Point of Delivering)

See Equipment rooms details

Garage

Once a month

Total Sq. mt.

GROUND FLOOR

Type of Floor - Sq. mt.

Location and/or Offices

Frequency

Corridors, Post One, Lobby, LGF office

Bathroom with wall tiles

Total Sq. mt.

GLASS SURFACES

Grilles Remarks/

Frequency

No.1 380 x 400 cm

No.7 60 x 180 cm

CAC

No.1 540 x 70 cm

Marine Guard booth

(*) = Measurements of one side only. Service shall be performed on both sides.

5th FLOOR Type of Floor - Sq. m.

Frequency

Corridors

Storage room

Once every three months

Bathrooms + Laundry room with wall tiles

Lobby

GYM

Once every three months

Electrical room

GLASS SURFACES

Grilles Remarks/Frequency

Windows

No.8 270 x 160 cm No.4 130 x 280 cm

No.3 320 x 280 cm

No.2 60 x 120 cm.

No.1 200 x 120 cm

No.1 200 x 280 cm

7th FLOOR Type of Floor - Sq. mt.

Toilet Bowls Remarks/

Offices

Corridors

Staircase going from 7th thru 12th floor

X

There are 6 small lobbies with linoleum floor on the 7th to 12th floors: total 24 m2

Once a week

Waiting Room

Bathrooms with wall tiles

Lobby

Vending machine space

Electrical room

Total Sq. mt.

GLASS SURFACES

Grilles Remarks/Frequency

Windows

No.2 130 x 160 cm

No.8 130 x 280 cm

No.2 200 x 280 cm

No.2 320 x 280 cm

No.1 60 x 120 cm.

8th FLOOR Type of Floor - Sq. mt.

Frequency

Corridors

Bathrooms with wall tiles

Lobby

Electrical Room

GLASS SURFACES

Grilles Remarks/Frequency

Windows

No.2 130 x 160 cm

No.8 130 x 280 cm

No.2 200 x 280 cm

No.2 320 x 280 cm

No.1 60 x 120 cm.

N/A

N/A

( * ) = Measurements of one side only. Service shall be performed on both sides.

9thFLOOR Type of Floor - Sq. mt.

Frequency

Bathrooms with wall tiles

Lobby

Kitchen

Electrical room

Health Unit

GLASS SURFACES

Grilles Remarks/Frequency

Windows

No.2 130 x 160 cm

No.8 130 x 280 cm

No.2 200 x 280 cm

No.2 320 x 280 cm

No.1 60 x 120 cm.

10th FLOOR Type of Floor - Sq. mt.

Frequency

Bathrooms with wall tiles

Lobby

Electrical Room

GLASS SURFACES

Grilles Remarks/Frequency

Windows

No.2 130 x 160 cm

No.8 130 x 280 cm

No.2 200 x 280 cm

No.2 320 x 280 cm

No.1 60 x 120 cm.

11th FLOOR Type of Floor - Sq. mt.

Frequency

Bathrooms with wall tiles

Lobby

Electrical room

GLASS SURFACES

Grilles Remarks/Frequency

Windows

No.2 130 x 160 cm

No.8 130 x 280 cm

No.2 200 x 280 cm

No.2 320 x 280 cm

No.1 60 x 120 cm.

( * ) = Measurements of one side only. Service shall be performed on both sides.

12th FLOOR Type of Floor - Sq. mt.

Frequency

Corridors

Bathrooms with wall tiles

Lobby

Electrical room

GLASS SURFACES

Grilles Remarks/

Windows

No.2 130 x 160 cm

No.8 130 x 280 cm

No.2 200 x 280 cm

No.2 320 x 280 cm

No.1 60 x 120 cm.

EQUIPMENT ROOMS

Roof

Bathroom Consistency

Recycled Material Containers

Basement floor

3. WORK REQUIREMENTS & FREQUENCY OF TASKS

The required service consists of performing all tasks described in this section at the specified locations and frequencies. Routine janitorial services shall be scheduled Monday through Friday, from 07:30 to 16:30. The schedule for classified areas will be determined by the relevant offices during these hours.

Periodic janitorial services may be scheduled on Saturdays, from 06:00 to 13:00, for offices and/or common areas of all buildings. However, a written schedule shall be submitted to the Embassy’s COR in advance for approval.

3.1 Standard Services: Consulate Compound Office Spaces

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. Each floor is estimated to have approximately two recycling collection centers.

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

Twice a Day

Cleaning services shall be conducted in the following areas twice a day: once in the morning during the regular scheduled time and again in the afternoon between 13:30 and 16:30.

1. Inspect and clean the bathrooms located on the 5th floor near the gym and aerobic room.

2. Inspect and clean the bathroom accessible to the Consular Section on the 7th floor.

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 Marine Guard and 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 Marine Post, 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 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.

Twice a Week

1. Water indoor plants and those around the CAC area.

Once a Month

1. Replace two door mats (size 200 x 80 cm) at the building entrances.

2. Wash, sweep, and degrease the garage floor.

Once Every Two Months

1. Wash windowpanes (inside and outside) and all glass surfaces.

2. Dust all pictures, maps, books, mountings, ceilings, door and walls.

Once Every Three Months

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

Once Every Six Months

1. Clean ceiling light fixtures and floor lamps in all offices, corridors, bathrooms.

Once a Year Move floor protectors, sweep and wash the floor and the protectors, and return them to their original positions. This task includes moving furniture placed on top of the protectors, such as desks.

Additional Chairperson

The Contractor shall provide two cleaning personnel for 8 hours daily (Monday through

Friday, 08:00 to 17:00) to perform various assigned tasks during working hours and to respond to emergencies. The Contractor shall provide these personnel with a corporate vehicle or small cargo van to facilitate movement between residences and the Consulate as needed. The tasks to be assigned include:

· Checking, cleaning, and setting up all conference and training rooms before and after events.

· Setting up and providing cleaning services in the CGR for official events.

· Collecting trash from regular cleaning services and special events and transporting it to the common trash collection point (building basement).

· Removing trash accumulated in all areas and transporting all trash bags, including empty boxes, to the main collection points in the building basement.

· Performing minor moving tasks.

· Carrying out minor odd jobs and "fix-up tasks" related to cleaning operations and special events at the Consulate and CGR.

· Remaining on call any emergencies that may arise.

3.2 Standard Services

Equipment Rooms

The tasks listed below are to be completed in the specified equipment rooms once every three months:

Generator rooms

· Dust all existing pipes, electrical cables, engines, electrical panels, etc.

· Remove oil and grease stains from doors, pipes, etc.

· Wash and sweep floors.

· Dust and clean light fixtures.

Transformer Rooms

· Dust all existing pipes, electrical cables, the exterior of transformers, electrical panels, etc.

· Wash and sweep floors.

· Dust and clean light fixtures.

Switch Gear Rooms

· Dust all existing pipes, electrical cables, electrical panels, etc.

· Wash and sweep floors.

· Dust and clean light fixtures.

Elevator Machine Rooms

· Dust and clean electrical panels and light fixtures.

· Wash and sweep floors.

3.3 Temporary Additional Services

Temporary Additional Services are services that shall be provided by the contractor in addition to the scheduled services and shall be ordered by the COR on an as-needed basis, with a 24-hour advance notice.

1. Polish marble floors and floor tiles by smoothing with a planning machine, including rough-shaping and overhauling with a sharp-stone machine. Polishing near perimeter walls and corners shall be done by hand.

2. Wash curtains, including assembly and disassembly.

3. Smooth and refinish varnish coatings, and perform semi-lacquering of wooden floors.

4. Perform chemical polishing of marble, tile, and linoleum floors.

5. Shampoo carpets.

6. Power wash exterior fire bricks or ceramic tiles.

7. Remove dead plants, soil, pots, and other trash materials from terraces and/or balconies and transport them to the public dump (average area: 20 sq. m., estimated 2 cubic meters of trash).

8. Remove miscellaneous trash materials from cantinas/garages, including transportation to the public dump (estimated 2 cubic meters of trash).

9. Remove miscellaneous trash materials from apartments, terraces, or balconies, including transportation to the public dump (estimated 3 cubic meters of trash).

10. Provide maid services at the Ambassador and DCM residences. Tasks primarily include general cleaning, laundry, ironing, and bed-making.

3.3.1 Temporary Additional Service Government owned or leased apartments painted and furnished

Additional Temporary Services Upon COR Request

· Wash and/or mop all types of floors.

· Vacuum carpets.

· Wax marble floors and/or floor tiles.

· Clean entire restrooms, including wall tiles, bathtubs, accessories, etc.

· Wash the inside and outside of base and wall kitchen cabinets and countertops, including kitchen hoods.

· Clean the inside and outside of washing machines, dryers, gas ranges, and refrigerators.

· Dust furniture and bookshelves, including built-in closets, if applicable.

· Polish door and window handles.

· Wash and/or dust rolling and/or wooden shutters.

· Wash window glass panes and windowsills.

· Wash radiators.

· Wash and/or sweep terraces and/or balconies.

· Clean crystal chandeliers, if applicable, and/or light fixtures.

· Move furniture and return it to its original position after cleaning is completed.

· Polish and wax parquet floors.

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

3.3.2 Temporary Additional Service

Government owned or leased apartments painted and NOT furnished

· Wash and/or mop all types of floors.

· Vacuum carpets.

· Wax marble floors and/or floor tiles.

· Clean entire restrooms, including wall tiles, bathtubs, accessories, etc.

· Wash the inside and outside of base and wall kitchen cabinets and countertops, including kitchen hoods.

· Clean the inside and outside of washing machines, dryers, gas ranges, and refrigerators.

· Dust furniture and bookshelves, including built-in closets, if applicable.

· Polish door and window handles.

· Wash and/or dust rolling and/or wooden shutters.

· Wash window glass panes and windowsills.

· Wash radiators.

· Wash and/or sweep terraces and/or balconies.

· Clean crystal chandeliers, if applicable, and/or light fixtures.

· Move furniture and return it to its original position after cleaning is completed.

· Polish and wax parquet floors.

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

4. PRODUCTS AND TOOLS

The Contractor shall submit manufacturer Material Data Sheets for all products intended for use in performing the service throughout 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 products. Paper products provided for toilets, hand drying, and other uses shall contain recycled materials and be labeled with the percentage of recycled materials used. The Contractor shall use disposable dusting and cleaning cloths, which shall be replaced after cleaning each workstation. Additionally, the Contractor shall include a detailed description of the floor cleaning tools, methods, and products to be used.

Materials Included in the Service The Contractor is responsible for providing all materials and equipment necessary to complete both scheduled and unscheduled services. These materials and equipment include, but are not limited to, uniforms, personnel equipment, tools, clothes, detergents, plastic liners, urinal deodorant tablets, polishes, and any other items required to perform duties under this contract.

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

Material:

· Paper towels for bathrooms, Health Unit Labs, and kitchenettes

· Toilet paper

· Paper toilet covers

· Hand soap

· Dispensers for all materials*

*The Contractor shall supply, install, and maintain all required dispensers (refer to Section 2.0 for the list of bathrooms and kitchens).

Door Mats

The Contractor is responsible for supplying and replacing three door mats at the entrance of each building and CACs once a month. The size of the mats is approximately 100 x 200 cm, which shall be confirmed with the COR prior to placing the order.

5. RESTRICTED AREAS

As indicated in Section 2, the restricted spaces in the Milan Consulate will be cleaned as a temporary additional service, negotiated with the COR and agreed upon in writing.

6. GenoA cONSULAR AGENCY

Approx. 66 Sq. meters

Once a Week

· Empty all wastebaskets and outdoor ashtrays, replace plastic liners, and return them to their original positions.

· Dust and clean office furniture (no stepladder required).

· Sanitize all surfaces.

· Wash and sweep floor tiles.

· Clean entrance windows.

· Thoroughly clean of toilets, restrooms and shower facilities, using suitable non-abrasive cleaners, chemical solutions, disinfectants, and/or deodorizers, do not use acid and/or other corrosive materials, to ensure that surfaces are clean and free of grime, soap scum, mold, fingerprints or smudges, and that sanitary conditions are ensured.

· Replace paper towels and toilet paper in all restrooms, ensuring that there is enough to last 7 days.

Once Every Two Months

· Wash windows.

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