RFP 19BR2525R0007.pdf

U.S. Embassy Brasília, Brazil

July 28th, 2025

Dear Prospective Offeror:

Subject: Request for Proposals number 19BR2525R0007

Enclosed is a Request for Proposals (RFP) for Janitorial and Cleaning services at US Embassy

Branch Office in Belo Horizonte, Minas Gerais. If you would like to submit a quotation, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

The U.S. Government intends to award a contract order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-proposal conference at the site, on a date and time to be determined. Prospective offerors/quoters should contact Ms. Érika Neves (NevesEH@state.gov) for additional information or to arrange entry to the building.

Proposals are due by August 12th, 4PM (Brasília Time). No proposals will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your proposal must be submitted electronically to Ms. Laís Morais via email

(MoraisLBM@state.gov) and the Procurement Section ins Brasilia

(BrasiliaGSOProcurementDL@state.gov). It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat

(pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than

30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-33

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

mailto:NevesEH@state.gov mailto:MoraisLBM@state.gov mailto:BrasiliaGSOProcurementDL@state.gov https://www.sam.gov/

Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Jennifer K. Sheehan

Contracting Officer

SECTION A - MODEL CONTRACT

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 350)

RATING PAGE OF PAGES

1 |

2. CONTRACT (Proc. Inst. Ident.) NO.

3. SOLICITATION NO.

19BR2525R0007

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

7/28/2025

6. REQUISITION/PURCHASE NO.

PR15500606

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than item 7)

AMERICAN EMBASSY BRASILIA

AVENIDA DAS NACOES QUADRA 801 LOTE 03 , ATTN:

GSO/PROCUREMENT

BRASILIA DF 70403900

BRAZIL

NOTE: In sealed bid solicitation "offer" and "offeror” mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original for furnishings the supplies or services in the Schedule will be received via email, to be sent to Ms. Laís Morais MoraisLBM@state.gov and

BrasiliaGSOProcurementDL@state.gov until August 12th, at 4PM, Brasíla Time.

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.215-1. All offers are subject to all tems and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME

Laís B M Morais

B. TELEPHONE

+55 61 3312-7058

C. E-MAIL ADDRESS

MoraisLBM@state.gov

11. TABLE OF CONTENTS

(x) SEC. DESCRIPTION PAGE(S) (x) SEC. DESCRIPTION PAGE(S

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICE AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKETING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X K REPRESENTATIONS, CERTIFICATIONS, AND

X F DELIVERIES OR PERFORMANCE OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION X L INSTRS., COND., AND NOTICES TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS X M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by offeror) NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 90 calendar days from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT SEE 14

(See section I, Clause No 52.232-8)

10 CALENDAR

DAYS

20 CALENDAR DAYS

30 CALENDAR

DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF

AMENDMENTS

AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the solicitation and related documents ) numbered and dated:

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED

AND

ADDRESS

OF

OFFEROR

TO SIGN OFFER (Type or print)

15B. TELEPHONE NO. (Include area code)

15C. CHECK IF REMITTANCE

ADDRESS [ ] IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED

20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

[ ] 10 U.S.C. 2304(c)( ) [ ] 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN

IN

ITEM

24. ADMINISTRATION BY (If other than Item 7)

CODE

25. PAYMENT WILL BE MADE BY CODE

Brasilia DBO

Financial Management Office

26. NAME OF CONTRACTING OFFICER (Type or print)

Jennifer K. Sheehan

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this form, or on the Standard Form 26, or by other authorized official written notice.

NSN 7540-01-152-8064 STANDARD FORM 33 (REV 9-97)

mailto:MoraisLBM@state.gov mailto:BrasiliaGSOProcurementDL@state.gov mailto:MoraisLBM@state.gov

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

RFP 19BR2525R0007

B.1 SCOPE OF SERVICES

The Contractor shall provide janitorial and cleaning services for the U.S. Embassy

Branch Office in Belo Horizonte/Brazil, always hereinafter referred to as THE CONTRACTOR and represented by THE INSPECTION and the executor, to which will be entrusted the execution of the

“CLEANING” service, in its facilities at Avenida do Contorno, 4520, Funcionários, Belo

Horizonte/MG, as specified below:

The CONTRACTOR shall be responsible for:

All direct and indirect expenses, including: Labor, all social and labor charges, licenses, absences, transportation vouchers, food vouchers, vacations, 13th salary, life insurance, medical exams, PPE, training, supervision and taxes.

THE CONTRACTOR will perform cleaning and maintenance services in all designated spaces, including but not limited to: office circulation areas, entrance hall and lobby, conference room, kitchen, storage area and office rooms.

THE CONTRACTOR will provide all materials, tools, equipment, and labor (management, supervision, administrative, in addition to direct labor) necessary to carry out the work provided for in this contract.

1.1 – GENERAL INSTRUCTIONS

THE CONTRACTOR must prepare general instructions for the employee.

1.2 – TASKS AND RESPONSIBILITIES

1.2.1 - Some of the areas listed in section "c" of this document require access to be escorted by an employee designated by the CONTRACTING PARTY. General instructions should emphasize security procedures and requirements to prevent violations of these procedures or requirements.

1.2.2 - The CONTRACTOR must maintain an effective schedule of periodic cleaning tasks, which must be scheduled so that this service is performed in the correct sequence and at the most

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF

2% PERSUANT TO 26 U.S.C. 5000C.

appropriate time, so as to achieve the greatest efficiency and the least impact on the daily functioning of the CONTRACTOR's activities.

1.2.3 - Additional Temporary Services are services defined as services similar to those provided for in the scope of this contract, which will be requested in addition to the routine or periodic schedules, and which may occur at times and/or locations other than the usual ones. These

Temporary Services will be requested in support of special events promoted by the

CONTRACTING PARTY, or for cleaning services occasionally performed in the

CONTRACTING PARTY's official residences when residents change.

1.2.3.1 - When performing Additional Temporary Services, the CONTRACTOR must include in its next invoice the details relating to these services, as well as, when applicable, the materials used and requested as Services. Additional Temporary Staff. The CONTRACTOR must also include the written request of the employee designated by the CONTRACTING PARTY for this purpose.

1.3 - Types of Services

The scope of work of this contract consists of the execution of cleaning and maintenance tasks such as those listed below:

Daily Activities consist of:

1.3.1.1 - Sweep and vacuum the entire office floor. Floors must be kept free of dust, mud, sand, shoe marks, spilled liquids, or other debris of any kind.

1.3.1.2 - Remove dust and clean all furniture, including tables, chairs, shelves with or without doors, workstations, telephone tables, side tables, whiteboards, maps, telephones, computers and their monitors, lamps and other decorative or functional items typical of offices. All furniture should be kept free of dust, dirt, and sticky surfaces.

1.3.1.3 - Vacuum all rugs, carpets, and runners, ensuring they are free of dust, dirt, mud, etc.

Chairs, trash cans, and other easily movable items should be lifted or moved so that vacuuming can be performed underneath them. Vacuuming may be more frequent than once a day during the rainy season. Certain low- traffic areas may be vacuumed less frequently than once a day, provided the CONTRACTOR approves. When cleaning is complete, floors should have a uniform appearance, free of marks or stains, detergent residue, or any other evidence of dirt or accumulated water.

1.3.1.4 - Empty all trash cans, wash them or clean them with a damp cloth when necessary, replacing the bags and returning them to their place.

1.3.1.5 – Clean glasses, cups and other items served in conference rooms and the Executive Office.

The CONTRACTOR must wash with detergent, dry and polish the items to maintain a presentable appearance.

1.3.1.6 – Remove grease marks or fingerprints from walls, doors, portals, glass, windows, partitions and guardhouses.

1.3.1.7 – Collect all garbage in an area designated by the CONTRACTOR, keeping this area in hygienic and clean conditions.

1.3.2 – Periodic Activities consist of:

1.3.2.1 – Polish all chrome surfaces, including door handles, knobs, plates, and other surfaces where polishing is recommended.

1.3.2.2 – Remove dust from the top of tall cabinets, from the top of pictures and other hanging items, and other areas not covered by daily dust removal.

1.3.2.3 – Polishing and application of conservation products (sealers, waxes, resins, etc.) on floors as needed.

1.3.2.4 – Shampoo specific areas of the carpet, as needed.

1.3.2.5.- Removing dust from windows and blinds.

1.3.2.6 – Cleaning blinds as needed.

1.3.3 – Monthly Activities consist of:

1.3.3.1 – General cleaning in equipment rooms, including vacuuming dust around engine areas and other equipment.

1.3.3.2 – Cleaning blinds and curtains with a damp cloth.

1.3.3.3 – Cleaning the inside of glass panes, windows and frames.

1.3.3.4 - Move all furniture and vacuum or polish the floor underneath the furniture as appropriate.

1.3.3.5.- cleaning specific areas of walls and skirting boards.

1.3.4 – Quarterly Cleaning consists of:

1.3.4.1 – Complete cleaning of all blinds

1.3.4.2 – Wash and disinfect the waste storage area.

1.3.4.3 – Dust removal and surface cleaning of light fixtures, air conditioning units, ceiling tiles, and other decorative elements hanging from the ceiling. When cleaning is complete, the light fixtures and other elements should be free of dust, dead insects, or any other dirt.

2 - MANAGEMENT AND SUPERVISION

2.1 – The CONTRACTOR shall designate an employee to be responsible for the on-site supervision of its workforce with monthly visits. This supervisor will be the point of contact between the CONTRACTING PARTY's employees and the CONTRACTOR.

2.2 – The CONTRACTED PARTY shall be responsible for quality control of the services provided. This quality control shall include routine and unscheduled inspections of the locations where the services are being provided. The CONTRACTED PARTY shall coordinate quality control visits with the CONTRACTING PARTY. These visits shall be surprising visits, without the CONTRACTED PARTY's employees being aware of the upcoming visit.

2.3 – THE CONTRACTOR shall keep overtime to a minimum, utilizing its workforce efficiently.

The weekly working hours of its employees shall not exceed 20 hours, divided into 5 weekly shifts.

Overtime may be required when performing Temporary Additional Services. This request must be approved in advance by the Contracting Officer.

3.0 – SERVICE LOCATIONS AND HOURS

All services performed within this scope, with the exception of those described in sections 1.3.5

(half-yearly cleaning) and 1.3.6 (annual cleaning), or any other service previously agreed between the CONTRACTOR and the CONTRACTING PARTY, must be performed during the

CONTRACTOR's normal business hours.

4.0 – PERSONNEL ADMINISTRATION

4.1 – General Terms. The CONTRACTOR shall maintain workplace discipline and shall take all precautions to prevent any illegal, unethical, disorderly, or disrespectful conduct by its employees.

The CONTRACTOR shall preserve the peace and protect people, property, and property at the workplace. The CONTRACTING PARTY reserves the right to require the CONTRACTOR to remove any of its employees from the workplace for failure to comply with the standard of conduct. The CONTRACTED PARTY shall replace such employees immediately to maintain continuity of services, at no additional cost to the CONTRACTING PARTY.

4.2 – Standard of conduct

4.2.1 – Uniforms and personal equipment. All CONTRACTOR employees must wear clean, tidy, and complete uniforms when on duty.

4.2.2 – Disorderly conduct, use of abusive or offensive language, arguments, verbal or physical intimidation, or fighting will not be tolerated. This also includes participation in activities that interrupt or interfere with the normal and efficient operations of the CONTRACTING PARTY.

4.2.3 – Intoxicating or narcotic substances. CONTRACTOR may not allow its employees, during working hours, to possess, sell, consume, or be under the influence of intoxicating substances, illicit drugs, or other substances with similar effects.

4.3 – Security

4.3.1 - After signing the contract, the CONTRACTOR must provide the following information for each employee who will work on the execution of this contract. The CONTRACTOR must include in the list the employees who will be assigned. The CONTRACTING PARTY will conduct a background check using the personal information requested below:

• Full name;

• Place and date of birth;

• Current address;

• Identity document number and issuing authority (provide a copy).

5.0 – Materials and equipment

THE CONTRACTOR shall provide all cleaning and maintenance supplies, tools and equipment necessary for the complete execution of the tasks identified in this contract, including but not limited to: Mops, brooms, hoses, detergents, general cleaning products, disinfectants, waxes and other maintenance products for floors, walls, furniture, carpets and accessories.

5.1 – PPE. THE CONTRACTOR must provide, and require its employees to effectively use, all

Personal Protective Equipment recommended for each activity.

6.0 – Representative of the CONTRACTING PARTY with the CONTRACTED PARTY

The CONTRACTING PARTY will appoint in writing an employee who will act as the

Contracting Officer's Representative and will be the one who will represent the

CONTRACTING PARTY in all service orders and other official communications on matters related to the execution of this contract.

7.0 – Quality Assurance Plan

This plan provides a method for the Contracting Officer's Representative (COR) to monitor the

CONTRACTOR's performance. The COR will alert the CONTRACTOR in the event of unsatisfactory performance and will notify the Contracting Officer in the event of continued unsatisfactory performance by the CONTRACTOR.

It is the responsibility of the CONTRACTOR, and not the CONTRACTING PARTY, to manage and control quality so that the services provided meet the terms of this contract.

7.1 – Surveillance. The COR will receive and document all complaints from CONTRACTOR's employees regarding the services provided by the CONTRACTED PARTY. If the complaints are appropriate, the COR will forward them to the CONTRACTED PARTY for corrective action.

7.2 – Standard. The Standard to be met is that the COR receives no more than one valid complaint per month. The COR must notify the Contracting Officer of complaints so that appropriate contractual measures can be taken.

7.3 – Procedures.

a. If any employee of the CONTRACTING PARTY observes unacceptable services, either because they are incomplete or not performed correctly, he/she must notify the COR.

b. the COR will properly document the complaint.

c. If the COR determines that the complaint is not valid, it will contact the employee who filed the complaint. The COR will keep the complaint on file.

d. If the COR determines that the complaint is valid, it will alert the CONTRACTOR and set a deadline for the situation to be corrected. This deadline will be determined by the COR.

e. The COR must always inform the CONTRACTOR of any and all valid complaints.

f. If the CONTRACTOR does not agree with the validity of the complaint after investigating the facts, the CONTRACTOR may notify the COR. The COR will review the incident and determine whether the complaint is valid.

g. The COR will consider complaints as resolved unless notified otherwise by the complainant.

h. Repeated complaints will not be permitted for any service. If a repeat complaint for the same deficiency occurs within a thirty-day period, the COR will notify the Contracting

Officer so that appropriate contractual action can be taken.

B.2 TYPE OF CONTRACT

This is a fixed price contract with a fixed monthly cost. There will be no additional services or materials to be ordered within this contract. The services will be provided only in the

U. S. Branch Office in Belo Horizonte/MG.

B.3. PRICING

(a) The Government will pay the Contractor a fixed price per month for Standard

Services that have been satisfactorily performed.

(b) The cost of Workers’ Compensation Insurance (Defense Base Act) (See Section I, FAR 52.228-3) is not reimbursable and shall be included in the Contractor’s rates.

(c) The Government will make payment in local currency.

(d) VALUE ADDED TAX.

VALUE ADDED TAX (VAT). The Government will not reimburse the Contractor for VAT under this contract. The Contractor shall not include a line for VAT on Invoices as the U.S.

Embassy has a tax exemption certificate with the host government.

Price per Month 12 months Price per Year

X 12

B.5 Base Year Prices

(a) Standard Services. The fixed price for the Base Year of the contract is (starting on the date stated in the Notice to

Proceed (NTP) and continuing for a period of 12 months):

Price per Month 12 months Price per Year

X 12

Total Not to Exceed Price for Option Year 1

B.6 Option Year 1 Prices (Option Term: Twelve (12) Months)

(a) Standard Services. The fixed price for Option Year 1 of the contract is:

Price per Month 12 months Price per Year

X 12

Total Not to Exceed Price for Option Year 2

B.7 Option Year 2 Prices (Option Term: Twelve (12) Months)

(a) Standard Services. The fixed price for Option Year 2 of the contract is:

Price per Month 12 months Price per Year

X 12

Total Not to Exceed Price for Option Year 3

B.8 Option Year 3 Prices (Option Term: Twelve (12) Months)

(a) Standard Services. The fixed price for Option Year 3 of the contract is:

Price per Month 12 months Price per Year

X 12

Total Not to Exceed Price for Option Year 4

B.9 Option Year 4 Prices (Option Term: Twelve (12) Months)

(a) Standard Services. The fixed price for Option Year 4 of the contract is:

B.10. Grand Total of Base plus All Option Years

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

Grand Total of Base plus All Option Years

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 WORK REQUIREMENTS

C.1.1 General. The Contractor shall provide services for the U.S. Branch Office in Belo

Horizonte, Minas Gerais, Brazil. The Contractor shall perform janitorial services in all designated spaces including, but not limited to, halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, and stairways. The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work in this contract.

Contractor employees shall be on site only for contractual duties and not for other business purposes.

C.1.2 Personnel. The Contractor shall provide a qualified work force meeting the contract requirements. The workforce shall be able to provide the services identified in Section

J, Exhibit A, Locations and Time Frames for Janitorial Services.

C.1.3 General Requirements.

C.1.3.1 Definitions.

"General Instructions" mean those instructions, directives and guidelines that apply to all janitorial personnel.

"Chancery" means the embassy/office building

"Daily" means 5 days per week, on each non-holiday workday.

C.1.3.2 The Contractor shall prepare general instructions for the work force. The

Contractor shall provide drafts to the Contracting Officer’s Representative (COR) for review within thirty days after award of the contract. The COR must approve these general instructions before issuance.

C.1.4 Duties and Responsibilities.

C.1.4.1 Certain areas specified in Section J, Exhibit A require an escort and can only be entered during scheduled times. The General Instructions shall emphasize security requirements so that accidental security violations do not occur.

C.1.4.2 Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed on a daily basis.

C.1.4.3 Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which meet the needs of the individual facility.

C.2 TYPES OF SERVICES

C.2.1 Standard Services shall include the following work:

C.2.1.1 Daily Cleaning Requirements shall consist of:

C.2.1.1 1 Sweeping all floor areas including damp mopping of areas such as tile, linoleum, marble floors, staircases and public areas. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. Chairs, trash receptacles, and easily moveable items shall be tilted or moved to clean underneath. The frequency may be higher than once per day when it is rainy or snowy. When completed, the floor and halls shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

C.2.1.1.2 Dusting and cleaning all furniture including desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, computers and CRT screens, lamps and other common things found in an office environment. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

C.2.1.1.3 Vacuuming all clean rugs and carpets, runners, and carpet protectors so that they are free from dust, dirt, mud, etc. When completed, the area shall be free of all litter, lint, loose soil and debris. The Contractor shall move any chairs, trash receptacles, and easily moveable items to vacuum underneath, and then replace them in the original position.

C.2.1.1.4 Thorough cleaning of toilets, bathrooms, mirrors, and shower facilities, using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall replace paper towels, toilet paper, and soap in all bathrooms. The Contractor shall check those areas used by personnel visiting the chancery several times daily to ensure that the facilities are always clean and neat.

C.2.1.1.5 Emptying all wastepaper baskets, ashtrays and washing or wiping them clean with a damp cloth, replacing plastic wastepaper basket linings and returning items where they were located.

C.2.1.1.6 Cleaning of glasses, cups, and coffee services in conference facilities and in the Ambassador's office area. The Contractor shall clean the items in hot soapy water and rinse, dry and polish them so that a presentable appearance is maintained.

C.2.1.1.7 Removing any grease marks or fingerprints from walls, doors, door frames, radiators, windows and window frames, glass desk protectors, reception booths and partitions.

C.2.1.1.8 Removing trash to designated area as directed by the COR, and keeping trash area in reasonably clean condition.

C.2.1.1.9 Sweeping debris from walkways and driveways and hose cleaning them during appropriate seasons (taking into consideration environmental restrictions on water if necessary).

C.2.1.2 Periodic Cleaning Requirements shall consist of:

C.2.1.2.1 Polishing all brass surfaces including door and window handles, plaques, etc.

C.2.1.2.2 Dusting tops of tall furniture, tops of picture frames and areas not covered in daily dusting.

C.2.1.2.3 Spot cleaning baseboards and walls.

C.2.1.2.4 Spot waxing and polishing floors as needed.

C.2.1.2.5 Shampooing (small area spot clean; as needed) carpets.

C.2.1.2.6 Dusting windowsills and blinds.

C.2.1.2.7 Cleaning shutters as required.

C.2.1.2.8 Sweeping and washing terraces and balconies to remove all accumulated dirt and debris.

C.2.1.3 Monthly Cleaning Requirements shall consist of:

C.2.1.3.1 Cleaning major appliances inside and out including vacuuming dust from around motor areas.

C.2.1.3.2 Wiping window blinds with a damp cloth to ensure that all smudges are removed.

C.2.1.3.3 Cleaning inside window glass and sash of smudges and accumulated dirt.

C.2.1.3.4 Moving all furniture and vacuuming or polishing the floor under the furniture as appropriate.

C.2.1.4 Quarterly Cleaning Requirements shall consist of:

C.2.1.4.1 Washing the outsides of the windows. When completed the windows shall be free of smudges, lint, or streaks from the surfaces.

C.2.1.4.2 Removing and washing window blinds.

C.2.1.4.3 Shampooing the entire surface of carpets in the high traffic areas.

C.2.1.4.4 Cleaning and sanitizing the trash holding area.

C.2.1.4.5 Dusting and wiping light fixtures and chandeliers. When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks.

C.2.1.5 Semi-Annual Cleaning Requirements shall consist of:

C.2.1.5.1 Stripping wax coats, spot checking sealer coats, and completely reapplying wax coats.

C.2.1.5.2 Shampooing carpets in all areas.

C.2.1.5.3 Cleaning all chandeliers and light fixtures using appropriate methods to restore the original luster to the fixtures. This will include ensuring that all crystal reflectors are individually washed.

C.2.1.6 Annual Cleaning Requirements shall consist of:

C.2.1.6.1 Stripping wax coats and seal coats to the bare floor surface;

cleaning the bare surface, and reapplying a seal coat.

C.2.1.6.2 Cleaning gutters and down spouts of all collected debris.

C.3 MANAGEMENT AND SUPERVISION

C.3.1 Contractor Management.

C.3.1.1 Supervision. The Contractor shall designate a project manager who shall be responsible for on-site supervision of the Contractor's workforce at all times. This project manager shall be the focal point for the Contractor and shall be the point of contact with

U.S. Government personnel. The project manager shall have sufficient English language skill to be able to communicate with members of the U.S. Government staff. The project manager shall have supervision as his or her sole function.

C.3.1.2 The Contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan of the personnel to be used and the time frame to perform the service.

C.3.1.3 The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

C.3.1.4 The Contractor shall control overtime through efficient use of the work force. Individual work schedules shall not exceed 40 hours per week to preclude overtime being part of the standard services provided under the contract.

SECTION D - PACKAGING AND MARKING

RESERVED

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

THE FOLLOWING FEDERAL ACQUISITION REGULATIONS ARE INCORPORATED BY

REFERENCE:

52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

52.209-9 N/A

52.246-4 INSPECTION OF SERVICES-FIXED-PRICE (AUG 1996)

52.246-6 INSPECTION - TIME-AND-MATERIAL AND LABOR-HOUR (MAY 2001)

E.2 APPLICABILITY OF INSPECTION CLAUSES

FAR clause 52.246-4, Inspection of Services - Fixed-Price, applies to services provided under Standard Services. FAR clause 52.246-6, Inspection-Time-and- Materials and

Labor-Hour, applies to services provided under Temporary Additional Services.

E.3 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective

Contractor performance. The QASP provides a method for the Contracting Officer's

Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

Government is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective

PWS

Paragraph Performance Threshold

Services

Performs all janitorial services set forth in the Performance Work Statement (PWS)

C.1 thru C.3

All required services are performed and no more than one

(1) customer complaint is received per month

E.3.1 Surveillance

The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the

Contractor for corrective action.

E.3.2 Standard

The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause

(FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.3.3 Procedures

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the

Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR.

The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the

Inspection clause.

SECTION F - DELIVERIES OR PERFORMANCE

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

THE FOLLOWING FAR CLAUSES ARE INCORPORATED BY REFERENCE:

CLAUSE TITLE AND DATE

52.242-15 STOP-WORK ORDER (AUG 1989)*

*52.242-15 applies to Standard Services in Section B

52.242-15 STOP-WORK ORDER (Alternate I, APR 1984*)

*52.242-15 Alternate I (APR 1984), applies to Temporary Additional Services

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2 PERIOD OF PERFORMANCE

F.1.1 The performance period of this contract is one year from date of contract award.

F.2.2 The Government may extend this contract for up to four (4) additional 12-month periods in accordance with the option clause in Section I. 52.217-9, Option to Extend the

Term of the Contract, which also specifies the total duration of this contract. See also

Section I, FAR 52.217-8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government.

F.3 PERIOD OF PERFORMANCE

The performance period of this contract is from the start date in Notice to Proceed and continuing for 12 months, four (04) one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

F.4 DELIVERY SCHEDULE

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To

C.1.3.2 General Instructions 1 30 days after award COR

C.3.1.2 Schedule 1 Weekly COR https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

F.5 NOTICE TO PROCEED

After contract award and submission of insurance certificates, the Contractor shall be sent a Notice to Proceed. That Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative

(COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is Ms. Érika Neves, Admin Assistant from Management

Office.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2 SUBMISSION OF INVOICES

The Contractor shall submit the invoices to the Contracting' Officer's Representative

(COR) and to the Brasilia Financial Center (BrasiliaDBO@state.gov) via email.

G.2.1 Value Added Tax

VALUE ADDED TAX (VAT). The Government will not reimburse the Contractor for VAT under this contract. The Contractor shall not include a line for VAT on Invoices as the U.S.

Embassy has a tax exemption certificate with the host government.

mailto:BrasiliaDBO@state.gov

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SECURITY

H.1.1 General. The Government reserves the right to deny access to U.S.-owned and

U.S.-operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract.

H.1.2 Identity Cards. The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identify card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the

Government.

H.2 STANDARDS OF CONDUCT

(a) General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

(b) Uniforms. The Contractor's employees shall wear clean, neat and identifiable uniforms, although not necessarily identical uniforms. All employees shall wear accreditation at all times.

(c) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

(d) Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

(e) Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

• Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

• Unauthorized use of Government property, theft, vandalism, or immoral conduct;

• Unethical or improper use of official authority or credentials;

• Security violations; or,

• Organizing or participating in gambling in any form.

(f) Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract.

If the Contractor has lost any such keys, the Contractor shall immediately notify the

COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

H.3 PERSONNEL HEALTH REQUIREMENTS

All employees shall be in good general health without physical disabilities that would interfere with acceptable performance of their duties. All employees shall be free from communicable diseases.

H.4 LAWFUL OPERATION, PERMITS, AND INDEMNIFICATION

(a) Bonds. The Government imposes bonding requirement on this contract. The

Contractor shall provide any official bonds required, pay any fees or costs involved or related to the authorization for the equipping of any employees engaged in providing services specified under this contract if such bonds or payments are legally required by the local government or local practice.

(b) Employee Salary Benefits. The Contractor shall be responsible for payment of all employee wages and benefits required by host country law or agreements with its employees. The Government, its agencies, agents, and employees shall not be part of any legal action or obligation regarding these benefits which may subsequently arise. Where local law requires bonuses, specific minimum wage levels, premium pay for holidays, payments for social security, pensions, sick or health benefits, severance payments, child care or any other benefit, the Contractor is responsible for payments of these costs and must include them in the fixed prices in this contract.

(c) Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract. The Contractor's assumption of absolute liability is independent of any insurance policies.

(d) Amount of Insurance. The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability

1. Bodily Injury, On or Off the Site, in US Dollars

Per Occurrence $ 1,000.00 USD

Cumulative $ 30,000.00 USD

2. Property Damage, On or Off the Site, in US Dollars

Per Occurrence $ 10,000.00 USD

Cumulative $ 100,000.00 USD

The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

For those Contractor employees assigned to this contract who are either United States citizens or hired in the United States or its possessions, the Contractor shall provide workers' compensation insurance in accordance with FAR 52.228-3.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

(a) Any property of the Contractor,

(b) Its officers,

(c) Agents,

(d) Servants,

(e) Employees, or

(f) Any other person, arising from and incident to the Contractor's performance of this contract.

The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

(e) Permits. Without additional cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the performance of work under this contract. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the

Contracting Officer with its proposal. Application, justification, fees, and certifications for any licenses required by the host government are entirely the responsibility of the

Contractor.

H.5 CERTIFICATE OF INSURANCE

The Contractor shall furnish to the Contracting Officer a current certificate of insurance as evidence of the insurance required. In addition, the Contractor shall furnish evidence of a commitment by the insurance carrier to notify the Contracting Officer in writing of any material change, expiration or cancellation of any of the insurance policies required not less than thirty

(30) days before such change, expiration or cancellation is effective. If Contractor is self-insured then the Contractor shall not change or decrease the coverage without the Contracting Officer's approval.

H.6 TRANSITION PLAN

Within thirty (30) days after contract award, the Contracting Officer may request that the

Contractor develop a plan for preparing the Contractor to assume all responsibilities for services defined in Section C and the Exhibits in Section J of this contract. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

SECTION I - CONTRACT CLAUSES

I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1):

CLAUSE TITLE AND CLAUSE

52.202-1 DEFINITIONS (JUN 2020)

52.203-3 GRATUITIES (APR 1984)

52.203-5 COVENANT AGAINST CONTINGENT FEES (MAY 2014)

52.203-6 N/A

52.203-7 N/A

52.203-8 CANCELLATION, RESCISSION, AND RECOVERY

OF FUNDS FOR ILLEGAL OR IMPROPER ACTIVITY (MAY 2014)

52.203-10 PRICE OR FEE ADJUSTMENT FOR ILLEGAL

OR IMPROPER ACTIVITY (MAY 2014)

52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE

CERTAIN FEDERAL TRANSACTIONS (JUN 2020)

52.203-13 CONTRACTOR CODE OF BUSINESS ETHICS (JUN 2020)

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND

REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER

RIGHTS (NOV 2023)

52.203-19 PROHIBITION ON REQUIRING CERTAIN INTERNAL CONFIDENTIALITY

AGREEMENTS OR STATEMENTS (JAN 2017)

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52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON

POSTCONSUMER FIBER CONTENT PAPER (MAY 2011)

52.204-9 PERSONAL IDENTIFY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER

SUBCONTRACT AWARDS (JUN 2020)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE

(AUG 2020)

52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE, AND

SERVICES DEVELOPED OR PROVIDED BY KASPERSKY LAB AND

OTHER COVERED ENTITIES (DEC 2023)

52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATION AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (NOV 2021)

52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION (JUN 2023)

52.209-6 PROTECTING THE GOVERNMENT'S INTEREST WHEN

SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED,

OR PROPOSED FOR DEBARMENT (JAN 2025)

52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING

RESPONSIBILITY MATTERS (OCT 2018)

52.210-1 N/A

52.215-2 AUDIT AND RECORDS – NEGOTIATION (JUN 2020)

52.215-8 ORDER OF PRECEDENCE--UNIFORM CONTRACT

FORMAT (OCT 1997)

52.215-11 PRICE REDUCTION FOR DEFECTIVE CERTIFIED

COST OR PRICING DATA – MODIFICATIONS (JUN 2020)

52.215-13 SUBCONTRACTOR CERTIFIED COST OR PRICING

DATA – MODIFICATIONS (JUN 2020)

52.215-21 REQUIREMENTS FOR COST OR PRICING DATA OR INFORMATION

OTHER THAN COST OR PRICING DATA—MODIFICATIONS (NOV 2021)

52.222-19 CHILD LABOR – COOPERATION WITH AUTHORITIES AND REMEDIES

(JAN 2025)

52.222-50 COMBATING TRAFFICKING IN PERSONS (NOV 2021)

52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING

WHILE DRIVING (JUN 2020)

52.225-5 TRADE AGREEMENTS (NOV 2023)

52.225-13 RESTRICTIONS ON CERTAIN FOREIGN

PROCUREMENTS (FEB 2021)

52.225-14 INCONSISTENCY BETWEEN ENGLISH VERSION AND TRANSLATION

OF CONTRACT (FEB 2000)

52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING

WHILE DRIVING (MAY 2024)

52.228-3 WORKERS’ COMPENSATION INSURANCE (Defense Base Act) (JUL 2014)

52.228-4 WORKERS COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (APR 1984)

52.228-5 INSURANCE-WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

52.229-6 TAXES - FOREIGN FIXED-PRICE CONTRACTS (FEB 2013)

52.229-7 TAXES- FIXED PRICE CONTRACTS WITH FOREIGN GOVERNMENTS

(FEB 2013)

52.232-1 PAYMENTS ( APR 1984)

52.232-7 N/A

52.232-8 DISCOUNTS FOR PROMPT PAYMENT (FEB 2002)

52.232-11 EXTRAS (APR 1984)

52.232-17 INTEREST (MAY 2014)

52.232-18 AVAILABILITY OF FUNDS (APR 1984)

52.232-22 LIMITATIONS OF FUNDS (JUN 2013)

52.232-24 PROHIBITION OF ASSIGNMENT OF CLAIMS (MAY 2014)

52.232-25 PROMPT PAYMENT (JAN 2017)

52.232-32 PERFORMANCE-BASED PAYMENTS (APR 2012)

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER -

SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

52.232-34 PAYMENT BY EFT – OTHER THAN SAM (JULY 2013)

52.232-40 N/A

52.233-1 DISPUTES (MAY 2014) - ALTERNATE I (DEC 1991)

52.233-3 PROTEST AFTER AWARD (AUG 1996)

52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT

CLAIM (OCT 2004)

52.237-2 PROTECTION OF GOVERNMENT BUILDINGS,

EQUIPMENT AND VEGETATION (APR 1984)

52.237-3 CONTINUITY OF SERVICES (JAN 1991)

52.242-13 BANKRUPTCY (JULY 1995)

52.243-1 CHANGES - FIXED-PRICE (AUG 1987) - ALTERNATE II (APR 1984)

52.245-1 GOVERNMENT PROPERTY (SEP 2021)

52.245-2…