Cedarhurst - Housekeeping Statement of Work.pdf

STATEMENT OF WORK

Household Cleaning Services

Official Residence ‘Cedarhurst’

A. Function:

Weekly, biweekly, monthly and quarterly housekeeping service.

Location: 33 Wilkinson Avenue, Hamilton Parish CR 04

Contracting Officer’s Representative: Ross Smith, Facilities Manager

B. Scope of Work:

To perform household cleaning services at “Cedarhurst’ according to the following schedule:

Weekly

• Sweep and mop all the floors (living areas, bathrooms, kitchen, etc.)

• Vacuum the carpets, rugs, and upholstered furniture (use Febreze as needed)

• Clean/wipe down/dust all the surfaces (window blinds and shutters, furniture, doorknobs, indoor staircase and upstairs bannisters, bookshelves, tables, kitchen counters, appliance exteriors, stovetop, dressers, desks, laundry room area, etc.)

• Clean the master bathroom and the downstairs guest bathroom in the kitchen area, including showers, sinks, toilets, tubs, mirrors, and counters

• Empty the master bathroom trash in the main kitchen trash and replace the liner

• Empty the main kitchen trash bag in the outside receptable and replace the liner

• Clean the dirty dishes in the sink and leave them to dry in the dish rack or put them away in the drawers/cupboards.

• Launder the master bedroom bath towels and bed linen and make the bed with clean linen - include the kitchen towels and downstairs guest room towels in the laundry

• Clean the dirty dishes in the sink and leave them to dry in the dish rack or put them away in the appropriate drawers/cupboards

Biweekly

• Wipe down and clean the pool area and pool house furniture (might be more frequent during the summer months)

• Sweep and clean the floor area around the pool and pool house (might be more frequent during the summer months)

• Sweep the garage and back entrance area as well as path leading up to the kitchen door and path that goes by the pool

• Wipe down and clean the veranda furniture and bannisters (might be more frequent during the summer months)

• Clean the inside and outside house windows downstairs

• Sweep and clean the veranda floors and outside stairs (might be more frequent during the summer months)

Monthly

• Clean the inside of the pool house and the pool house internal and external bathrooms

• Clean all the windowsills and baseboards

• Clean the laundry room bathroom

• Clean the inside house windows upstairs

Quarterly

• Deep clean the kitchen area, including the inside and outside refrigerators and freezers

As needed

• Launder the bed linen in the upstairs guest bedrooms and make the beds

• Clean the guest bathrooms upstairs

• Clean the day before and after events

C. General Conditions:

1. Supplies and Equipment The Contractor shall provide all cleaning supplies, equipment, and materials unless otherwise agreed in writing. Supplies must be appropriate for residential use and safe for household surfaces.

2. Standards of Performance The Contractor shall:

• Perform services to a professional standard

• Maintain discretion and respect privacy at all times

• Arrive on time and complete services efficiently

• Notify the point of contact in advance if unable to perform scheduled services

3. Security and Conduct The Contractor shall comply with all security requirements for access to the residence. The Contractor shall not invite additional persons into the residence and shall not use government property for personal purposes.

4. Inspection and Acceptance All services are subject to inspection by the occupant or designated representative.

Any unsatisfactory work shall be corrected promptly at no additional cost.

D. Definitions - Technical:

As used throughout the Statement of Work, the following terms shall have the meanings set forth below. Additional definitions may be included in the “Definitions – Technical” paragraph of each appendix. Where “as directed,” “as required,” “as permitted.” “approval,” “acceptance,” or words of similar import are used, reference is made to the direction, requirement, permission, approval, or acceptance by the Contracting Officer or the COR unless stated otherwise.

1. Alteration/Additional Services: The inclusion of something not previously agreed in the scope of work.

2. Contracting Officer: The Contracting Officer is the person with the authority to enter into, administer, and/or terminate contracts and make any related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

3. Contracting Office Representative (COR): The COR is the person authorized by the Contracting Officer to administer contracts and make related determinations and findings.

4. Contractor: The term Contractor refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

5. Contractor Representative. A foreman or superintendent

6. Government Representative: Person(s) designated by the Contracting Officer or the COR as his authorized representative.

7. Hazardous Wastes: Waste materials that are toxic or poisonous, corrosive, irritating or sensitizing, biologically infectious, explosive, or flammable, and that present a significant hazard to human health and/or the environment. Special handling procedures and disposal facilities are required in their disposal.

8. Latent Defects: Latent defects are defects that are present in a hidden or undeveloped state and are not visible or apparent at the time of inspection, but which become obvious or come into being at some future time.

9. Material Safety Data Sheets (MSDS): Hazardous material data sheets prepared in accordance with 29 CFR 1910.120, OSHA.

10. Quality Assurance (QA): A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

11. Quality Control (QC): A method used by the Contractor to control the quality of goods produced and services provided.

12. Regular Working Hours: The Government's regular (normal) working hours are from 8:00 AM to 4:00 PM, each Monday through Friday except, (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer or the COR.

13. Response Time: The time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required.

E. Government Furnished Property, Materials and Services:

The Government will provide the Contractor the option of using certain Government owned facilities, equipment, materials, and utilities for use only in connection with this contract.

1. Government Furnished Facilities: The Government will furnish or make available to the Contractor the use of a storage area and/or workspace.

2. Government Furnished Equipment: (None) The Contractor shall furnish all tools and equipment required for the performance of this contract.

3. Availability of Utilities: The Government will furnish the following utility services at existing outlets for use in those facilities provided by the Government, and as may be required for the work to be performed under the contract: electricity, fresh water, and public toilets. Information concerning the location of existing outlets may be obtained from the Contracting Officer or the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

a. Utilities specified above will be furnished at no cost to the Contractor.

b. The Government will not provide any telephone service for Contractors while on site. All telephones used by contractors must remain in company vehicle with wifi turned off.

F. Industrial Safety, and Occupational Health:

All work shall be conducted in a safe manner and shall comply with OSHA requirements. The government will not provide safety equipment to the Contractor.

F. Transportation and Lodging:

Contractor is responsible for all costs of transportation, meals, and lodging for his personnel in support of this contract.

G. Security and Access:

All contractor personnel shall follow the onsite security rules mandated by the U.S.

Government representative. In no case may any government property be taken off the premises without formal written permission from the facilities manager.

Because this is interior work it is paramount that the contractor and its employees stay in the area that they are assigned to work in.

H. U.S. Government Representative (COR):

Contractor shall coordinate services with the Facilities Manager. The Facilities Manager is the point of contact for this contract. Telephone: 441-335-1043. The Contractor will keep the Facilities Manager informed of any issue that could impact this statement of work.

I. Contractor Personnel Supervision:

Contractor shall be responsible for supervising his/her personnel.

J. Identification of Contractor Employees:

a. The Contractor shall provide to the Contracting Officer or the COR the name or names of the responsible supervisory person or persons authorized to act for the Contractor.

b. The Contractor shall furnish sufficient personnel to perform all work specified within the contract.

c. Contractor employees shall conduct themselves in a proper, efficient, courteous, and businesslike manner.

d. The Contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer or the COR to be contrary to the public interest or inconsistent with the best interests of National Security.

e. No employee or representative of the Contractor will be admitted to the site of work unless he furnishes a valid Bermuda Government issued I.D. (driver’s License, passport)

K. Identification of Contractor Vehicles:

The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate and safety inspection sticker, if applicable, and shall be maintained in good repair.

L. Payment:

The Contractor shall submit monthly invoices as instructed by FAR 52.212-4(g).

Please address invoices via email to:

Hml-finance@state.gov or via mail:

Attention: Finance Department US Consulate General, P.O. Box HM 325, Hamilton HM BX

M. Site Visit

There will be a site visit conducted on March 17, 2026 at 8:30am ADT at 33 Wilkinson Avenue, Hamilton Parish CR 04. Please email FlemingRE@state.gov before 3:00pm ADT on March 13, 2026 to register the persons who will be attending and receive a confirmation.

N. Submission:

The offer shall include:

• A completed SF18 Form, including the cost of Defense Base Act (DBA) Insurance (see attachment).

• Evidence that the Offeror has an established business registered in Bermuda which conforms to all legal requirements for providing cleaning services in Bermuda.

• Certificates of Public Liability and Employer Liability Insurance

• Minimum of three (3) professional references from clients for whom similar services have been provided within the last three (3) years.

o References must include:

Client organization name and contact details Contract duration and value Description of services provided Contact person name, title, telephone, and email

• The successful Offeror shall provide evidence of having obtained valid DBA Insurance prior to the start date of the contract.

O. Offers Due:

Offers should be submitted electronically to Procurement_Box2@state.gov and will be due by 5pm ADT on March 26, 2026. No offers received after this time and date will be considered.

mailto:Hml-finance@state.gov mailto:FlemingRE@state.gov mailto:Procurement_Box2@state.gov