IFIB-ACT-SACT-16-63_Custodial_Services_dtd_Oct_16.pdf

IFIB-ACT-SACT-16-63 Custodial Services

This Enclosure is designed to assist the respective company provide HQ SACT with all necessary documents/information required. For clarification, please refer to Bidding instructions in part 1 of subject solicitation. Page 1

Description of Acquisition

Part 1 Bidding Instructions

IFIB-ACT-SACT-16-63

TABLE OF CONTENTS

1. General

2. Classification

3. Definitions

4. Eligibility

5. Duration of the Contract

6. Exemption of Taxes

7. Amendment or Cancellations

8. Bidder Clarifications

9. Bid Closing Date

10. Bid Validity

11. Contents of Proposal

12. Proposal Submission

13. Late Bid

14. Bid Withdrawal

15. Bid Evaluation

16. Proposal Clarifications

17. Award

18. Communications and Contacts

19. NATO Secret Document Storage

20. Point of Contact

ENCLOSURES

1. Statement of Objective (SOO)

2. Proposal Checklist

3. Address Label

4. Compliance Statement

5. Past Performance Information Form

6. Mandatory Price Proposal format

ANNEX

A. Technical Evaluation Matrix subject solicitation. Page 2

This page intentionally blank subject solicitation. Page 3

PART 1 BIDDING INSTRUCTIONS

1. General. This is a Best value, Firm-Fixed Price Contract for Custodial Services in accordance with the General Terms and Conditions; as such it is a Level of Effort contract or fraction thereof as set forth in the Statement of Objective.

2. Classification. This IFIB is a NATO UNCLASSIFIED document.

3. Definitions.

a. The “Prospective Bidder”, shall refer to the entity that has completed and returned the Enclosure of the transmittal letter of this IFIB, and has indicated thereon its intention without commitment, to participate in this IFIB.

b. The term “Bidder”, shall refer to the bidding entity that has completed a bid in response to this IFIB.

c. The term Contractor shall refer to the bidding entity to whom the contract is awarded.

d. The term “Contracting Officer” designates the official who executes this IFIB on behalf of HQ SACT.

e. “Contracting Officer`s Technical Representative” or “COTR” is the official who is appointed for the purpose of determining compliance of the successful bid, per the technical specifications.

f. The term “HQ SACT” shall refer to Supreme Headquarters Allied Command

Transformation.

g. The term “ACT” shall refer to Allied Commander Transformation.

h. The term “NATO”, shall refer to the North Atlantic Treaty Organisation.

i. The term “days” as used in this IFIB shall, unless otherwise stated, be interpreted as meaning calendar days.

j. The term “Habitual Residence”, means HQ SACT, Norfolk, Virginia, VA 23511.

4. Eligibility. This IFIB is open to companies:

a. Established in a North Atlantic Treaty Organisation Alliance member nation.

b. Working in the required field of study and legally authorised to operate the United States of America, at the time of bidding.

c. Has performed the desired past performance including size, cost and scope, as described in this IFIB.

5. Duration of Contract. The contract awarded shall be effective 01 Jan 2017 or upon date of award, whichever is later, and subject to funding availability. The period of performance is for subject solicitation. Page 4 one (1) base period, 01 January 2017 through 31 December 2017 with a potential of four (4) 12 month option periods.

6. Exemption of taxes. In accordance with the agreements (Article VIII of the Paris Protocol dated, 25 August 1952) goods and services under this contract are exempt from taxes, duties and similar charges.

7. Amendment or Cancellation.

a. HQ SACT reserves the right to amend or delete any one or more of the terms, conditions or provisions of the IFIB prior to the date set for bid closing. A solicitation amendment or amendments shall announce such action.

c. HQ SACT reserves the right to cancel, at any time, this IFIB either partially of in its entirety. No legal liability on the part of HQ SACT shall be considered for recovery of costs in connection to bid preparation. All efforts undertaken by any bidder shall be done considering and accepting, that no costs shall be recovered from HQ SACT. If this IFIB is cancelled any/all received bids shall be returned unopened, per the bidder’s request.

8. Bidder Clarifications.

a. Prospective Bidders should seek clarification at their earliest convenience. Any explanation regarding the meaning or interpretation of this IFIB, terms, clause, provision or specifications, shall be requested in writing, from the Contracting Officer. The Contracting Officer must receive such requests for clarification no later than 3 calendar days prior to the bid closing date.

b. Information in response to a request for clarification to a prospective bidder shall be furnished to all prospective bidders as a Question and Answer amendment. All such amendments shall be incorporated into this IFIB. Oral Interpretations shall not be binding.

c. Site Visit: HQ SACT will convene a site visit for interested bidders to conduct a walkthrough of facilities and provide an information sheet to define the desired scope of this contract support. Site visits will be held on 2nd and 3rd of November 2016 , at 1000 on both days at HQ SACT, 7857 Blandy Road, Norfolk, VA 23551-2490. Attendance at the above site visit is highly encouraged. Installation access is requested using the Base Access Request Form (required 5 business days in advance) which is included below along with instructions on filling out the form correctly.

subject solicitation. Page 5

Supreme Allied Command Transformation Base Access Request Form

In accordance with Commander Navy Region Mid-Atlantic installation access policy, unescorted visitors must submit personal information prior to gaining access. Visitors will be placed on an access list and contractors must register for a Rapid Gate NCAC card or obtain a temporary, one (1) day pass from the Pass & ID office located off of Hampton Blvd across from Naval Station Norfolk, Gate 5. Important: Please read the information on the second page.

Please complete this form and return it to the SACT Quarterdeck.

Date:

Visitor Information

Full Name (Last, First, Middle)*:

Date of Birth (Year/Mon/Day)*: SSN (US Citizens)*:

Civilian Military (Rank):

Contractor (Company):

Passport Information (Foreign Nationals)

Country*: Passport Number*:

Date(s) of Visit: ( ) To ( )

Installation (choose all that apply)

Naval Support Activity Hampton Roads Naval Station Norfolk

Joint Expeditionary Base, Little Creek Other:

Sponsor Information

Name: Rank:

Phone: Billet Code:

To Be Completed By SACT Security Personnel

Date Received: __________________

Official Stamp Name/Sign: _______________________________________ subject solicitation. Page 6

Important Information & Instructions

Contractor access will only be granted via a Rapid Gate NCACs card or temporary, one (1) day pass issued from Pass & ID on Hampton Blvd.

Unescorted visitors who do not possess a valid, Department of Defence ID card must submit their personal information including name, date of birth, SSN, or passport number.

Requests for US visitors must be submitted at least five (5) working days prior to the scheduled visit.

Requests for International visitors must be submitted at least two (2) weeks prior to the scheduled visit.

Sponsors: Please complete a separate form for each visitor. If there are multiple visitors (i.e., 10 or more) who will be attending on the same date(s), you may complete one form and attach a list that contains the information marked with an (*).

Please insure you include the date(s) of visit, installation(s) requiring access, and the sponsor information on the Base Access Request Form.

Sponsors: You may e-mail this form to your guests and have them complete the sections and return it to you.

If you have any questions, please contact the SACT Quarterdeck at 757-747-3400.

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9. Bid closing date. Bids shall be received at HQ SACT, Purchasing and Contracting Office, no later than 2 December 2016, 1200 hours, Eastern Standard Time, Norfolk, Virginia, USA. No bids shall be accepted after this time and date.

10. Bid Validity. Bids shall be remain valid for a period of one hundred and twenty days (120) form the applicable closing date set forth within this IFIB. HQ SACT reserves the right to request an extension of validity. Bidder shall be entitled to either grant or deny this extension of validity; HQ SACT shall automatically consider a denial to extend the validity as a withdrawal of the bid.

11. Content of Proposal. The proposal shall consist of 5 copies the following minimum paper documents (Clipped – no spiral or plastic bindings please) with the exception of the price proposal which is required in one copy only (sealed). Additionally electronic copies (emailed PDF version) of the documents are required with the exception of the price proposal no later than 2 December 2016, 1200 hours, Eastern Standard Time, Norfolk, Virginia, USA.

a. A table of contents for the entire proposal (See checklist provided as Enclosure 2);

b. The bidders full name address, Point of Contacts, Telephone, Fax number and Internet site, (See Enclosure 3);

c. Compliance statement (See Enclosure 4);

d. Provision of administrative, financial and technical volumes including scoring criteria, (See Annex A to Statement of work).

e. Past performance (See Enclosure 5)

f. Company Price proposal, including (Enclosure 6)

g. An electronic PDF copy of all documentation as requested above emailed to the POC’s listed in paragraph 19 of the bidding instructions. (Note, do not include a price proposal with the electronic submission.)

h. Appropriate technical and financial information to determine whether proposed services, terms and conditions comply with all the requirements of this IFIB.

12. Proposal Submission.

a. Proposals shall be submitted in a single package containing two volumes, Technical volume and Price volume, each separately sealed. The single package shall be clearly marked with the mailing label, citing the IFIB Solicitation reference number, (See Enclosure #3). Within the single package shall be the Technical and Price volumes, separately packaged and identified.

b. An electronic copy of the proposal, do not include the Price Proposal, is required to the assigned Contracting Officer, prior to the established bid closing date.

c. Proposal packages may be made by mail, courier or hand carried.

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d. Proposal packages must be delivered to the HQ SACT via a verifiable method or be handed to a member of the BUDFIN/Purchasing staff, who shall endorse the package with a time date and delivery official shall counter sign, as to the accuracy of the recording.

e. Price proposals shall be in U S Dollar currency.

f. Prices shall be on a Firm Fixed Price Basis. Price volumes shall include any relevant discount schedule.

g. It is the sole responsibility of the interested company to review any Q & A that may be issued in support of this solicitation, prior to bid submission.

h. No oral bids or oral modifications or telephonic bids shall be considered.

i. It is the ultimate responsibility prior to submission that all proposal submissions are reviewed to ensure they meet the technical and administrative specifications and that offers meet the limitations and expressed conditions.

13. Late Proposals.

a. It is solely the bidder`s responsibility that every effort is made to ensure that the proposal reaches HQ SACT prior to the established closing date and time. All late bids shall be returned to the offering company unopened. Only if it can be unequivocally demonstrated that the late arrival of the bid package was the result of NATO staff negligence (mishandling) shall the bid be considered.

b. A delay in a commercial courier service does not constitute a delay by NATO or government channels.

14. Bid Withdrawal. A bidder may withdraw their bid up to the date and time specified for bid closing. Such a withdrawal must be completed in writing or facsimile, with attention to the HQ SACT Contracting Officer. The proposal shall be returned unopened, at the expense of the company.

15. Bid Evaluation.

a. The evaluation of bids and determination as to the responsiveness and technical adequacy or technical compliance, of the products or services requested, shall be the responsibility of HQ SACT. Such determinations shall be consistent with the evaluation criteria specified in the IFIB. HQ SACT is not responsible for any content that is not clearly identified in any proposal package.

b. Proposals shall be evaluated taking into consideration of the following factors;

(1) Successful administrative submission of bid packages and requested

Enclosures 2-6, as listed in this IFIB. (Pass/Fail).

(2) Successful determination of Technical compliance using Annex A. (Pass/Fail).

(3) Successful best value criteria using Annex A. Technical and Price/cost Factors weighted 60% Technical score and 40% Price score.

subject solicitation. Page 9

(4) Acceptance of HQ SACT General Terms and Conditions.

16. Proposal Clarifications. During the entire evaluation process HQ SACT reserves the right to discuss any bid with the order to clarify what is offered and interpretation of language within the bid, to resolve in potential areas of noncompliance.

17. Award.

a. HQ SACT contemplates to award to a single source.

b. HQ SACT Purchasing & Contracting shall award the contract to the Bidder whose conforming proposal represents the best value.

c. HQ SACT reserves the right to negotiate minor deviations to the listed Special and General Terms and Conditions to this IFIB.

d. Contract Award date is anticipated in the month of December 2016 with performance to begin on or about 01 January 2017.

18. Communications. All communication related to this IFIB, between a prospective bidder and HQ SACT shall be only be through the nominated HQ SACT Contracting Officer. Designated contracting staff shall assist the HQ SACT Contracting Officer in the administrative process. There shall be no contact with other HQ SACT personnel in regards to this IFIB. Such adherence shall ensure Fair and Open Competition with equal consideration and competitive footing leverage to all interested parties.

19. Points of Contact are:

LCDR Brian Garbert, ACT Contracting Officer 757-747-4240

Brian.Garbert@act.nato.int

CDR KeithKlemm, ACT Contracting Officer 757-747-3612 Keith.Klemm@act.nato.int

All correspondence shall be forward to:

HQ SACT, BUDFIN BRANCH

Purchasing & Contracting, Contracting Officer

IFIB-ACT-SACT-16-63

ATTN. LCDR Brian Garbert brian.garbert@act.nato.int 7857 Blandy Road, Suite 100, Norfolk, VA, U.S.A.

mailto:Brian.Garbert@act.nato.int mailto:Curtis.day@act.nato.int subject solicitation. Page 10

Enclosure 1

Headquarters Supreme Allied Commander Transformation

Statement of Objective ( S O O ) for Contractor Custodial Support

Table of Contents

Section Number and Title Page Number

1. Introduction 2

2. Purpose and Scope 2

3. Requirements of Contractor/Custodial Staff 2

4. Tasks 3

5. Building Measurements 3

6. Personnel Qualifications and Evaluation criteria. 3

7. Contractor Performance Requirements and Reporting 4

8. Type of Contract 4

9. Proof of Past Performance 4

10. Estimated Level of Effort 4

11. Place of Performance 5

12. HQ SACT Furnished & Contractor Furnished Property & Facilities 5

13. Security 5

Appendix A General Custodial Performance Requirements 7

Appendix B HQ SACT Custodial Standards 15

Appendix C Facility square footage 16

Appendix D Definitions 19

Appendix E General Contract Terms And Conditions 21 subject solicitation. Page 11

1. Introduction. Headquarters, Supreme Allied Commander Transformation (HQ SACT) is a major NATO Command staffed by personnel from NATO member nations. NATO took the first step by creating HQ SACT as a Command dedicated to Transformation. The Transformation’s focus is on concepts, doctrine, and policy; requirements and capabilities; capabilities research and technology; joint experimentation exercises and assessments; and joint education and training.

2. Purpose and Scope.

a. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at HQ SACT Norfolk, VA, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The contractor shall accomplish all cleaning tasks and replenish soap and paper products in all restrooms identified in Appendix B and C, in order to meet the requirements of this Statement of Objectives (SOO). Facility cleaning levels and estimated square footages are established in Appendix B, Estimated Square Footages and Cleaning Level. Facility drawings of areas cleaned are established in Appendix C, Floor Plans and Maps. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, instructions, commercial practices and industry standards.

b. Period of Performance. The period of performance for this Statement of Objective (SOO) is for one (1) base period, 01 January 2017 through 31 December 2017 with a potential of four (4) 12 month option periods. Option periods will be exercised at the sole discretion of the HQ SACT Contracting Officer based on continued need and satisfactory Contractor performance.

3. Requirements of Contractor Custodial Staff Personnel.

a. Cleaning Requirements. The Custodial Staff shall maintain HQ SACT in accordance with the General Custodial Performance Requirements (see Appendix A), which reflects HQ SACT's understanding of the minimum requirements. These requirements also include: daily sanitizing the facility, scrubbing and polishing the lobby terrazzo floors, and monthly steam carpet cleaning.

b. Technical Approach.

( 1 ) Each responding Contractor firm is required to include a Management Plan to show its expertise by fully detailing how they will ensure that the cleanliness and custodial upkeep of the facilities to meet or exceed the requirements described in Appendix A and B. The Contractor shall submit a staffing chart which includes a summary of hours, staffing positions and functional responsibilities.

(2) In addition, each firm must delineate by position the number of personnel it requires to fulfil this SOO. Contractor must continuously employ a minimum of 8 cleaning staff – not including the Supervisor - throughout the duration of the contract. Any change in personnel must be reported to the Contracting Officer’s Technical Representative (COTR).

If the number of personnel decreases below 8, the Contractor has 30 days to find a replacement before receiving a payment penalty. Any extenuating circumstances preventing hiring must be reported to the COTR in writing.

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(3) Each proposal shall include a quality assurance program detailing how the firm will adhere to the General Custodial Performance Requirements, including daily problem detection, inspection and resolution.

c. Custodial Staff.

(1) The Contractor Custodial Staff shall work under and be supervised by Contractor personnel who are trained, skilled, and experienced in providing custodial services. All custodial services shall be provided in a safe, orderly, and professional manner in accordance with industry standards.

(2) The Contractor Custodial Staff shall wear neat, clean, and professional uniforms with the company name or logo.

(3) The Contractor Custodial Staff shall obey all HQ SACT directives, rules and regulations while on HQ SACT premises.

(4) The Custodial Staff may clean noncommon areas, such as private office spaces only when they are staffed. SACT's normal working hours are 8:00am to 4:30pm Monday through Friday; however, several offices are normally staffed by 7:00am.

Therefore, cleaning non-common areas requires the use of area cleaning," i.e. One person cleans an entire area. Industry "team cleaning" techniques prove disruptive to operations.

Custodial Staff may clean common areas, such as the Café and Mess lounges while they are minimally occupied except when there are special functions being held in the space or during lunch hours.

4. Tasks. Appendix B and C describe the minimum specific tasks and their frequencies to provide the custodial support described in this SOO.

5. Building Measurements. Appendix C reflects the gross floor space (in square feet) of facilities requiring custodial service. These measurements are within 5 percent of actual floor areas. The Contractor may, at its expense, re-measure the area to be serviced. If the Contractor's measurements differ by more than 5 percent of the square feet figures specified, the contract price shall be adjusted accordingly. Any space additions or deletions shall be at the Contractor firm's rate in its bid response on Enclosure 4, "Compliance Statement." HQ SACT shall make any such additions or deletions a permanent part of this contract through execution of a bilateral contract modification.

6. Personnel Qualifications and Evaluation criteria.

a. Custodial Staff Experience. Contractor shall determine the number of staff required to perform the daily services in accordance with this SOO. A summary of proposed staff by position should be included with the proposal submission. Proposed custodial staff shall have at a minimum the following experience:

(1) Minimum of one-year (three years desirable) experience in custodial work.

(2) Experience or ability to work for and in the vicinity of Flag Officer level personnel to include foreign dignitaries.

The summary of proposed staff should demonstrate how each custodian meets the criteria identified above.

subject solicitation. Page 13

b. Project Manager/Onsite supervisor. The Contractor shall provide an on-site supervisor/project manager responsible for the execution of this SOO. The on-site supervisor/project manager shall have the following minimum experience:

(1) Three (3) years’ experience (within last Five (5) years) as on-site supervisor or project manager for similar cleaning contract or effort directly relevant to this contract requirement, in size, value, scope and has a minimum NATO or National SECRET security clearance.

c. Basis of Award. HQ SACT contemplates award to a single source. Contract Award will be based upon Best Value Procurement. HQ SACT Contract Awards Committee shall award the contract to the Bidder whose overall score with Technically compliant proposal (as determined by submission of Annex A) weighted 60% and Price Proposal (see Enclosure 6 for format) weighted 40% represents the best value. The contract price must be within an authorized budget and the exercise of an option period will be contingent upon funding and approval by a warranted contracting officer.

7. Contractor Performance Requirements and Reporting

a. Contractor Supervision. The Custodial onsite supervisor shall report to and receive guidance from Headquarters Facilities Manager. The Headquarters Facilities will serve as the Contracting Officer’s Technical Representative (COTR). The COTR (or designated representative) shall provide direction, guidance, and as needed, for all technical and content areas of the SOO. The Contracting Officer has the final authority to modify, extend, or cancel this SOO/IFIB solicitation for evolving requirements, new tasking, and/or technical non-performance. The COTR shall:

(1) Resolve outstanding disputes, problems, deficiencies, and/or questions on the technical aspects of the SOO.

(2) Review (and approve) all contractor tasking for completeness and accuracy.

(3) Have daily interaction with contractor personnel and can assess the quality, quantity, and timeliness of their work. The COTR's written approval of work reported and submitted is mandatory for contractor invoices to be successfully processed.

b. Contractor Reporting. The Contractor shall submit a monthly report to the COTR/Contracting Officer, detailing progress on the SOO requirements for the reporting period. The report shall include, but not be limited to, the following information:

(1) Name(s) of contractor personnel/firm assigned to work.

(2) Summary of work completed during reporting period.

(3) Tasking met for reporting month.

(4) Interim tasking and deliverables met for the reporting month.

(5) Tasking (i interim and final) to be met for the coming month.

(6) Current or anticipated problems/deficiencies and recommended solutions.

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The COTR reserves the right to amend the reporting requirements to receive alternate/additional data and information on a more frequent or less frequent basis, and to request other reports that detail designated aspects of the work or methods to remedy problems and deficiencies.

c. Additional Contractor Requirements. The COTR (or designated representative) may identify missing, erroneous, or unneeded r equirements and tasking. Consequently, the Custodial Staff is expected to promptly address an identified problem/deficiency, providing the COTR with information on how the problem shall be corrected.

8. Type of Contract. This is a firm fixed price services contract awarded on a best value evaluation.

9. Proof of Past Performance. The Contractor firm shall provide a minimum of two past performance citations to show that it successfully completed work that is similar to or directly traceable to the requirements and tasks described in this SOO. The past performances cited should be within the past seven years. HQ SACT reserves the right to contact individuals to verify past performance. Such verification shall be retained and evaluated as an evaluation factor for this contract award. The citations shall include the following information at a minimum:

a. Summary of work performed that directly relates to this SOO.

b. Outcome of above mentioned work performed.

c. Summary of staff used (by number and position).

d. Name of client and contact information.

e. Date of work performance.

f. Written permission to contact client for reference.

10. Estimated Level of Effort: All positions related to this SOO are expected to be full time. Full time is defined as a minimum shift of six hours per day five days a week, (Monday through Friday). Flexibility shall be required for tasks such as but not limited to; buffing, waxing, restriping, that needs to perform outside of duty hours. Additional work may develop due to visiting dignitaries, exercise or conference; therefore there is a possibility of a surge in additional workload to the regular schedule. The Custodial contractor is expected to provide janitorial services upon request. This may include such tasks as additional weekend or night floor cleaning, clean up services for special events, and other additional janitorial tasking as determined by the COTR. Surge work for special events shall be priced separately from this contract requirement and listed in the Price Proposal (Enclosure 6).

11. Place of Performance. The Custodial Staff shall perform the required work at HQ SACT, 7857 Blandy Road, Norfolk, Virginia 23551-2490. Special events which may require custodial work may be held outside the HQ building, but in the vicinity of the Headquarters such as out on the courtyard or the MIA/POW Park located behind the building.

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12. HQ SACT-Furnished and Contractor-Furnished Property and Facilities.

a. HQ SACT. The Custodial Staff shall keep its assigned HQ SACT spaces neat and orderly, and in compliance with all federal, state, and local laws and regulations on handling hazardous materials and hazardous waste, include maintaining Material Safety Data Sheets (MSDS) on all chemicals, solutions, etc. HQ SACT shall not be responsible for the loss of the Custodial Staffs on-site materials, supplies, equipment, and personal property that are lost because of fire, theft, or other causes. HQ SACT shall furnish water and electric current at existing outlets. All extensions to such utilities shall be the Custodial Staffs responsibility.

b. Contractor Firm. The Contractor firm shall furnish all equipment, materials, supplies, and services not specified herein as HQ SACT-furnished property and consider such property as necessary to perform the SOO. This includes paper supplies, soap and metered air fresheners required for restroom, kitchenette and locker room stocking.

Provision of such material shall be pre-approved by COTR to ensure quality and green environmental standards are applied. Custodial cleaning products required in the performance of this SOO shall meet, at a minimum, Green Seal Product Standards (http://www.greenseal.org). The Contractor shall provide services between the hours of 5am to 7:00pm, Monday through Friday. Services in non-common areas must be performed when HQ SACT personnel are manning the spaces, typically between the hours of 0700 and 1600. The contractor shall have a telephone at which it can be reached during regular working hours and an after-hours emergency number. The on-site Contractor supervisor shall carry a cell phone at all times while the Custodial Staff is working.

13. Security. Personnel Clearances. The Contracting firm will be responsible for obtaining a National Criminal Background Check on all employees prior to starting work identified in this SOO.

All contractor personnel assigned to HQ SACT, must undergo a Multi-National Background Check (vetted via multiple Federal/State Law Enforcement Authorities/Agencies) and a Local Law Enforcement Check. to work at HQ SACT in Norfolk, Virginia. Personnel identified in a Nationwide Criminal Background Check as having a conviction, within 10 years of perspective employment date, for illegal drugs, assault and battery, domestic violence, larceny, fraud or any felony offense will not be assigned custodial duties at HQ SACT. No waiver to this requirement shall be granted. If the Contracting Firm cannot assign personnel with the required Nationwide Criminal Background Check on the start date, the Contracting Firm shall be liable for bid noncompliance or immediate contract termination. If convicted of any of the above infractions during employment, the employer is responsible for ensuring immediate action is taken to suspend employment within HQ SACT facilities. The contractor must provide advance written proof of the ability to assign fully cleared personnel to the HQ Security Officer prior to contract award/start. The Contracting Firm is fully responsible for arranging all work visas.

a. Security Conditions. The Custodial Staff must adhere to the current security directives and conditions at HQ SACT, as required, to include random personnel/baggage inspections.

b. Building, Installation Access. The Contractor firm is responsible for ensuring that its personnel have all needed vehicle passes and decals, and individual access badges and documents for appropriate access to the HQ SACT facility. The contractor shall submit requests for site access to SACT HQ, Attention Security Office, 7857 Blandy Road, Suite 100, Norfolk, VA 23551-2490. Maintenance schedules will be published and distributed throughout HQ SACT. It is the responsibility of office owners to ensure offices subject solicitation. Page 16 are sanitized of classified materials during the published cleaning times to facilitate cleaning/maintenance. In addition, if office spaces are locked during the scheduled cleaning/maintenance and or no escort is available to access the classified space, it is the office owner who is responsible to reschedule cleaning through the cleaning contract supervisor.

c. Electronic Devices. All contractor personnel shall abide by the security restrictions regarding carrying and using electronic devices (e.g., laptops, cell phones) in the HQ SACT. The contractor shall be responsible for satisfying the necessary clearance from the HQ SACT Security Office before bringing any such device into the HQ SACT work environment.

d. Additional Security requirements: Cleaning Service employees must be indoctrinated and must attend periodic required security briefs. All assigned custodial personnel must meet HQ SACT security requirements, in accordance with NATO regulations. The Cleaning Service's Human Resource Department (or equivalent) must maintain an updated list of personnel employed by their company whom they intend to perform cleaning services at HQ SACT.

e. All employees must hold a Rapid Gate NCAC pass; the contracting firm is responsible for obtaining passes and paying associated fees.

b. Contractors are not authorized building access after-hours between the times of 1900- 0459 Mon-Fri and 1600-0800 Sat-Sun. HQ SACT must have a minimum of one employee on site at all times with a NATO Secret Security Clearance.

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APPENDIX A General Custodial Performance Requirements

1.0 Custodial Performance Requirements

a. Room/Office/Passageway Cleaning Operations. All furniture (except items with working papers on them), equipment, horizontal ledges, and sills shall be dusted with microfiber cloths (e.g., tables and chairs in conference rooms dusted and polished). All room dividers, interior glass, glass partitions, interior doors/jambs/hardware, interior walls, transoms, and national displays shall be cleaned by dusting/wiping to ensure there is no streaking. Counter tops, sinks, and bright work shall be scrubbed and wiped clean.

(1) Surfaces on the interior/exterior of elevator cars shall be cleaned, including doors, walls, lights, light panels, and bright metal surfaces. All surfaces shall be kept free of dust and finger marks.

(2) Soil, markings, and other defacements shall be removed from (interior and exterior) glass surfaces, including high areas and metal framework above the foyer/lobby, main entrance, etc. Washed surfaces shall be free of streaks or watermarks.

(3) High cleaning includes cleaning (interior) horizontal and vertical surfaces above 6' from floor level. Walls shall be free of dirt, smudges, and markings.

Ceilings, fixtures, and displays shall be free of cobwebs and dust.

(4) Wood trims; moldings, railing, and baseboards shall be dusted, cleaned, and oiled regularly to maintain a polished appearance.

b. Trash Removal/Separations.

(1) Waste baskets shall be emptied so as to not disperse dust. Large boxes and cartons in offices and passageways shall be removed, flattened, and placed in approved containers daily. Trash shall be removed to the nearest trash trailer/container in the area(s) served by the Custodial Staff. Care shall be taken to prevent trash dispersion due to wind, burst bags, or other causes.

(2) All trash containers and plastic liners must be kept clean and sanitary.

Plastic liners may be used in lieu of washing the trash receptacles. If plastic liners are used, they must be of a 10% post-consumer makeup and any liner with food waste shall be replaced when trash is removed.

(3) Ash receptacles shall be emptied from each smoke pit 5X per week into a container filled with water to ensure cigarette butts are extinguished before discarding in the dumpster. Ashtrays and receptacles will be wiped clean and free of ash residue.

(4) Recycle receptacles shall be emptied into approved recycle collection containers.

c. Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc...) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After subject solicitation. Page 18 cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

d. Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer's approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and ravelling shall be brought to the attention of the facility manager. Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

e. Stairways/Elevators/Handicap Lifts. All floor surfaces shall be cleaned in accordance with paragraph 1.1or 1.2, as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches height from stair tread level, to provide or maintain a clean, uniform appearance.

f. Clean Floor (Walk off Matts). Vacuum and/or clean interior and exterior f1oor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

g. Restrooms/Locker Rooms Cleaning Services:

(1) Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal detergent.

Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter.

Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

(2) Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 1-c by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

(3) Shower Floor. Contractor shall remove soap film, dirty buildup, and stains from washable surfaces of the shower walls and floors. This cleaning is not to remove the paint or finish off the walls or floor surfaces. Surfaces shall have a subject solicitation. Page 19 clean, uniform appearance, free of streaks, spots, or any other evidence of soil once service has been completed.

(4) Locker Room Floor. Contractor shall remove soap film, dirty buildup, and stains from washable surfaces of the floors. This cleaning is not to remove the paint or finish off the floor surfaces. Surfaces shall have a clean, uniform appearance, free of streaks, spots, or any other evidence of soil once service has been completed.

(5) Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, automatic metered dispensers and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification.

(6) Drinking Fountains. Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

(7) Restroom Trash Removal. All trash containers in restrooms and locker rooms shall be emptied, trash disposed, and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or tom plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

h. Periodic Cleaning Services: (Services performed on a monthly, semi-annual, annual basis)

(1) Periodic Hard Floor Maintenance. Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. All furniture (e.g., coat racks, chairs, sofas, tables, desks, file cabinets) shall be moved prior to the operation and returned to their original position(s) after it's completed.

i. Contractor Provided Equipment and Supplies. Contractor-Furnished Equipment.

The contractor shall provide and maintain all equipment necessary to perform the requirements of this contract. The contractor may be required to perform minor repair and other normal maintenance requirements of equipment on site.

(1) Equipment. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing.

Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The contracting officer or designated representative may inspect the contractor's equipment at any time and direct the removal of any unsafe or unusable equipment from the installation.

subject solicitation. Page 20

(2) Vacuums and carpet sweepers must be CRI Green labelled and rated at 70db or lower. Manual battery powered sweepers may be required in areas requiring quiet cleaning, such as hallways near briefing rooms and some office spaces. Carpet care and floor maintenance schedules are to be strictly adhered

to. The Cleaning Service floor technician must work closely with each space representative in order to arrange times for floor work. This coordination is especially important in the following areas; Senior Rates Bar, Flag Mess Bar, Staff mess sandwich bar & pantry, Quarter deck & Flag Locker, Outer & Inner Lobby, Tile hall by elevators, Secretariat, New personnel office, Print Shop, Hall by Graphics, South Stairs eight (8) flights, Hall by south stairs, North Stairs ten (10) flights, and Hall by north stairs.

j. Contractor Furnished Restroom Supplies.

(1) Plastic Trash Can Liners/Bags: Must be of a 10% post-consumer makeup and suitable for the type of trash receptacle.

(2) Paper towels: All paper towels must be white and suitable for the type of paper towel receptacle.

(3) Toilet paper: Suitable for the type of Toilet paper receptacle

(4) Air Fresher: Suitable for the type of time mist dispenser

(5) Hand sanitizer. Suitable for the type of dispenser

k. Refrigerator Cleaning. Contractor shall clean all facility refrigerators, typically located near or in the vicinity of break areas. All shelving glass and plastic as well as exterior surfaces of refrigerators shall be cleaned and disinfected. Refrigerators shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

l.

m. FOGO offices Contractor shall do a detail cleaning of all identified FOGO offices.

Detail cleaning includes but not limited to dusting high and low, cleaning of all furniture, vacuuming, and window washing.

n. Miscellaneous Requirements. The contractor shall:

(1) Turn off unnecessary lights.

(2) Report fire hazards, conditions, and items in need of repair to the COTR.

(3) Tum in lost and found articles to the COTR.

(4) Immediately notify HQ SACT Quarterdeck Security when unauthorized or suspicious persons are seen on the premises.

(5) The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

subject solicitation. Page 21

2. Quality Control. The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this SOO. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary.

a.. Quality Control Plan. The contractor shall submit a Quality Control Plan upon award to the COTR for acceptance. The Quality Control Plan shall demonstrate how the contractor intends to ensure quality performance during the contract period of performance. The contractor shall maintain the Quality Control Plan throughout the life of the contract. The contractor shall provide any updates to the plan to the COTR for acceptance when changes occur.

b. Inspection System. Written procedures for the inspection system includes the title/name of the individual responsible for the Quality Control Plan and who shall perform the inspections. The location of inspection records and key control logs shall be made available to HQ SACT at all times during the term of the contract.

c. Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO via the COTR within five calendar days of each occurrence.

d. Periodic Quarterly Progress Meetings. The COTR and other HQ SACT personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

(1) The minutes of these meetings will be reduced to writing, signed by the COTR and furnished to the Contracting Officer with any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the COTR identifying areas of non-concurrence for resolution.

3. HQ SACT Furnished Property.

a. HQ SACT Furnished Facilities. HQ SACT will provide office and storage space on site. No alterations to the office space shall be made without the specific written permission from the COTR and the Contracting Officer. The Contractor shall return the office space to HQ SACT in the same condition as received, fair wear and tear and approved modifications.

(1). Janitorial Closets. Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain subject solicitation. Page 22 odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. HQ SACT will not be responsible for Contractor's stored supplies or equipment kept in the building or janitor's closets or for the Contractor's employees' personal belongings. Janitorial Closets will be subject to security inspections at any given time by HQ SACT Security.

b. HQ SACT Furnished Supplies and Equipment. None will be provided.

c. HQ SACT Furnished Utilities. HQ SACT will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

(1) Utility Conservation. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

d. Telephone Service. HQ SACT will provide base and local commercial telephone service. Long distance service, if desired, shall be at the contractor's expense.

e. Solid Waste Collection and Disposal. The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this SOO. The contractor shall adhere to all base level recycling programs.

4. Cleaning and Restroom Supplies. The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the Contracting Officer not later than the pre-performance conference for approval by the COTR or Contracting Officer. After approval, any new cleaning supplies added to the contract will need approval before being used on the installation. The cleaning inventory supply list shall contain the following information:

Product name Manufacturer Item use Disposal procedures if material remains after usage Storage of item

The contractor shall be responsible for the proper disposal of all their cleaning supplies. A Material Safety Data Sheet (MSDS) shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item. All cleaning supplies shall be non-flammable.

NOTE: Products containing chlorofluorocarbons…