RFP 19EC7526R0001 Janitorial Services Solicitation.pdf

JANITORIAL SERVICES

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 19EC7526R0001 Prices, Block 23

• Continuation To SF-1449, RFP Number 19EC7526R0001 Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

SECTION 2 – CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 – SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 4 – EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449,

RFP NUMBER 19EC7526R0001

PRICES, BLOCK 23

1. PRICES AND PERIOD OF PERFORMANCE

The Contractor shall perform janitorial work, including furnishing all labor, material, equipment, and services, for the U.S. Embassy in Quito, Ecuador. The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit.

The Government will pay the Contractor the firm-fixed price per month for standard routine services, firm-fixed price per year for Chancery building windows cleaning, and a firm-fixed rate per square meter for any temporary additional services that have been satisfactorily performed.

Not earlier then acceptable insurance certificates and RSO clearance can the Contractor can begin work.

Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity the minimum and maximum amounts are defined below:

Minimum: The Government shall place orders totaling a minimum of 1 square meter. This reflects the contract minimum for the base year and each option period.

Maximum: The amount of all orders shall not exceed 100000 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

The contract period of performance begins on the effective date of the award. The initial period of performance includes any transition period authorized under the contract.

1.1 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period.

Local law determines that only companies registered as local business in Ecuador are authorized to charge VAT to their local invoices, companies that do not fulfill that registration cannot charge

VAT to their invoices.

1.2 Offers and Payment in U.S. Dollars.

Local currency is the U.S. Dollars

1.3 PRICES (Reference the table at Section 3.0 Locations for Janitorial Services)

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.

1.1. CLIN 0001 Base Year Prices (Twelve Months)

NAICS Code: 561720 – Janitorial Services

SubCLIN A. Standard Routine Services. The firm fixed price for Base Year of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 12 US$ US$

SubCLIN B. Chancery building windows cleaning. The firm fixed price for Base Year of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN C. Management and Safety. The firm fixed price for Base Year of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN D. Temporary Additional Services. The unit price (firm-fixed-price) is:

Additional

Standard

Cleaning

(Price per square meter)

Vat Tax (15%)

Estimated number of

Square Meters per year

Price per Year without VAT 15%

Total Additional

Standard Cleaning

Not to Exceed 5,000 square meters -

Includes 15% VAT

Tax

US$ US$ 5,000.00 US$ US$

SubCLIN E. Insurances and DBA. The firm fixed price for Base Year of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

Base Year Total (CLIN 0001) = A+B+C+D+E US$ US$

1.2. CLIN 1001 Option Year One Prices (Option Term: Twelve Months)

SubCLIN A. Standard Routine Services. The firm fixed price for Option Year One of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 12 US$ US$

SubCLIN B. Chancery building windows cleaning. The firm fixed price for Option Year One of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

SubCLIN C. Management and Safety. The firm fixed price for Option Year One of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN D. Temporary Additional Services. The unit price (firm-fixed-price) is:

Additional

Standard

Cleaning

(Price per square meter)

Vat Tax (15%)

Estimated number of

Square Meters per year

Price per Year without VAT 15%

Total Additional

Standard Cleaning

Not to Exceed 5,000 square meters -

Includes 15% VAT

Tax

US$ US$ 5,000.00 US$ US$

SubCLIN E. Insurances and DBA. The firm fixed price for Option Year One of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

Option Year One Total (CLIN 1001) =

A+B+C+D+E

US$ US$

1.3. CLIN 2001 Option Year Two Prices (Option Term: Twelve Months)

SubCLIN A. Standard Routine Services. The firm fixed price for Option Year Two of the contract is:

Price per Year

Includes 15%

VAT Tax

VAT Tax

(15%)

Quantity of

Months

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 12 US$ US$

SubCLIN B. Chancery building windows cleaning. The firm fixed price for Option Year Two of the contract is:

Price per Year

Includes 15%

VAT Tax

VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN C. Management and Safety. The firm fixed price for Option Year Two of the contract is:

Price per Year

Includes 15%

VAT Tax

VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

SubCLIN D. Temporary Additional Services. The unit price (firm-fixed-price) is:

Additional

Standard

Cleaning

(Price per square meter)

Vat Tax (15%)

Estimated number of

Square Meters per year

Price per Year without VAT 15%

Total Additional

Standard Cleaning

Not to Exceed 5,000 square meters-

Includes 15% VAT

Tax

US$ US$ 5,000.00 US$ US$

SubCLIN E. Insurances and DBA. The firm fixed price for Option Year Two of the contract is:

Price per Year

Includes 15%

VAT Tax

VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

Option Year Two Total (CLIN 2001) =

1.4. CLIN 3001 Option Year Three Prices (Option Term: Twelve Months)

SubCLIN A. Standard Routine Services. The firm fixed price for Option Year Three of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 12 US$ US$

SubCLIN B. Chancery building windows cleaning. The firm fixed price for Option Year Three of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN C. Management and Safety. The firm fixed price for Option Year Three of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN D. Temporary Additional Services. The unit price (firm-fixed-price) is:

Additional

Standard

Cleaning

(Price per square meter)

Vat Tax (15%)

Estimated number of

Square Meters per year

Price per Year without VAT 15%

Total Additional

Standard Cleaning

Not to Exceed 5,000 square meters -

Includes 15% VAT

Tax

US$ US$ 5,000.00 US$ US$

SubCLIN E. Insurances and DBA. The firm fixed price for Option Year Three of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

Option Year Three Total (CLIN 3001) =

1.5. CLIN 4001 Option Year Four Prices (Option Term: Twelve Months)

SubCLIN A. Standard Routine Services. The firm fixed price for Option Year Four of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 12 US$ US$

SubCLIN B. Chancery building windows cleaning. The firm fixed price for Option Year Four of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN C. Management and Safety. The firm fixed price for Option Year Four of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN D. Temporary Additional Services. The unit price (firm-fixed-price) is:

Additional

Standard

Cleaning

(Price per square meter)

Vat Tax (15%)

Estimated number of

Square Meters per year

Price per Year without VAT 15%

Total Additional

Standard Cleaning

Not to Exceed 5,000 square meters -

Includes 15% VAT

Tax

US$ US$ 5,000.00 US$ US$

SubCLIN E. Insurances and DBA. The firm fixed price for Option Year Four of the contract is:

Price per service VAT Tax

(15%)

Quantity of services

Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

Option Year Four Total (CLIN 4001) =

OFFERORS: Offerors are encouraged to complete the following pricing table for price evaluation purposes and FAR Clause 52.217-8 Option to Extend Services for 6 months. The cost/price information provided will be used to evaluate the total price for all options (52.217-5) and the total price for the basic requirement ONLY. The price offered in the table below will not be included in the total contract award amount; however, if you choose not to provide any cost/price information for each Line Item below, your Price Proposal will be considered incomplete, labeled as failure to follow instructions, and no further consideration will be given

1.6. CLIN 5001 52.217-8 Option to Extend Services (6 Months)

SubCLIN A. Standard Routine Services. The firm fixed price for 52.217-8 Option to Extend

Services (6 Months) of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per 6 months without VAT 15%

Price per 6 months

Includes 15% VAT

Tax

US$ US$ 6 US$ US$

SubCLIN B. Chancery building windows cleaning. The firm fixed price for 52.217-8 Option to

Extend Services (6 Months) of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per 6 months without VAT 15%

Price per 6 months

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN C. Management and Safety. The firm fixed price for 52.217-8 Option to Extend

Services (6 Months) of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per 6 months without VAT 15%

Price per 6 months

Includes 15% VAT

Tax

US$ US$ 1 US$ US$

SubCLIN D. Temporary Additional Services. The unit price (firm-fixed-price) is:

Additional

Standard

Cleaning

(Price per square meter)

Vat Tax (15%)

Estimated number of

Square Meters per six months

Price per 6 months without VAT 15%

Total Additional

Standard Cleaning

Not to Exceed 2,500 square meters -

Includes 15% VAT

Tax

US$ US$ 2,500.00 US$ US$

SubCLIN E. Insurances and DBA. The firm fixed price for 52.217-8 Option to Extend Services (6

Months) of the contract is:

Price per Month VAT Tax

(15%)

Quantity of

Months

Price per 6 months without VAT 15%

Price per 6 months

Includes 15% VAT

Tax

52.217-8 Option to Extend Services (Six Months)

(CLIN 5001) = A+B+C+D+E

Grand Total of Base and All Options

Periods Price per Year without VAT 15%

Price per Year

Includes 15% VAT

Tax

Base Year Total (CLIN 0001) US$ US$

Option Year One Total (CLIN 1001) US$ US$

Option Year Two Total (CLIN 2001) US$ US$

Option Year Three Total (CLIN 3001) US$ US$

Option Year Four Total (CLIN 4001) US$ US$

52.217-8 Option to Extend Services (Six Months)

(CLIN 5001)

Grand Total of Base and All Options US$ US$

CONTINUATION TO SF-1449,

RFP NUMBER 19EC7526R0001

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE OF WORK

The purpose of this firm-fixed price contract is to obtain janitorial supplies and services for real properties owned or managed by the U.S. Embassy Quito. The Contractor shall perform janitorial services in all designated spaces including, but not limited to hallways, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways. The contract will be for a one-year period from the date of the contract award, with (4) four one-year option periods, at the discretion of the Government.

The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract. The contractor shall provide no fewer than 16 employees (including one supervisor) for eight hours per working day to meet contract requirements. The supervisor must have no other responsibilities, such as cleaning. Contractor employees shall be on site only for contractual duties and not for other business purposes.

1.1 General Instructions

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 contract award. The Contracting Officer’s Representative must approve these general instructions before issuance. Contractor general instructions shall include detailed procedures and supplies data sheets for regular and enhanced cleaning as well as for Temporary Services.

Operating procedures shall comply with regulations and recommendations of U.S. Centers for

Disease Control (CDCs), US Army Corp of Engineers Safety and Health Regulations, and

Occupational Safety and Health Administration (OSHA) concerning cleaning and disinfection requirements, Safety and Health, Personal Protective Equipment (PPE) and special training of personnel. Supplies shall comply with the U.S. EPA standards and Green Products.

1.2 DUTIES AND RESPONSIBILITIES

1.2.1 Certain areas listed in Section 3.0 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 and will include the definition of a security violation and resulting consequences for repeated violations.

1.2.2. 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 daily.

1.2.3. 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.

1.2.4. Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday or requiring additional personnel. These services shall support cleaning services, special events, and/or unscheduled requirements at the Embassy or other properties of the US Government: The Chief of Mission Residence (CMR) in la Floresta and the Deputy Chief of Mission Residence (DCMR) in Campo Alegre. The Temporary

Additional Services do not include cleaning supplies e.g. toilet paper, paper towels, and hand soap. The Contractor shall provide these services in addition to the scheduled services specified in this contract. The COR shall order these services as needed basis. This work shall be performed by Contractor trained employees and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice.

The Contractor shall include in its next regular invoice details of the temporary additional services and, if applicable, materials, provided and requested under temporary additional services.

The Contractor shall also include a copy of the COR’s written confirmation for the temporary additional services.

1.3 TYPE OF SERVICES

Standard Routine Services shall include the following work:

1.3.1 Daily Cleaning Requirements shall consist of:

1.3.1.1 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.

Wet floors need to be mopped as soon as possible to prevent fall hazards. 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. All necessary safety precautions will be taken by placing appropriate caution signs during cleaning and wet operations.

1.3.1.2 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.

1.3.1.3 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. Any chairs, trash receptacles, and easily moveable items shall be moved to vacuum underneath and then replaced in the original position. Spot cleaning of carpets in areas of doorways and other high traffic areas must be performed routinely.

1.3.1.4 Thorough cleaning of toilets, bathrooms, mirrors, hand wash stations, 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 refill paper towels, toilet paper, soap dispenser, hand sanitizers, and trash bags 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. The Contractor is required to supply enough male and female employees, so that same gender workers clean the men and women toilets and bathrooms.

1.3.1.5 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.

1.3.1.6 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 so that a presentable appearance is maintained.

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

1.3.1.8 Removing trash to designated area as directed by the COR and keeping trash area in a reasonably clean condition.

1.3.1.9 Sweeping debris from walkways and driveways and hose cleaning them during appropriate climatic and water use conditions.

1.3.1.1.10 The Contractor shall frequently check areas used by Embassy visitors several times daily to ensure that the facilities are maintained clean and neat.

The guidance is for cleaning with usual cleaning agents and disinfectants.

1.3.2 Periodic Cleaning Requirements shall consist of:

1.3.2.1 Polishing all stainless-steel surfaces including door and window handles, plaques.

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

1.3.2.3 Spot cleaning baseboards and walls.

1.3.2.4 Spot waxing and polishing floors as needed.

1.3.2.5 Shampooing (small area spot clean as needed) carpets.

1.3.2.6 Dusting windowsills and blinds.

1.3.2.7 Cleaning shutters as required.

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

1.3.2.9 Contractor shall move, separate and prepare trashed material for the recycling process.

1.3.2.10 Facilitate outside contractor collection of trash as needed.

1.3.2.11Contractor will also be responsible to remove, disinfect, fill and replace drinking water bottles, clean foot mats, sanitize and refill gel dispensing stations “as-needed.”

1.3.3 Monthly Cleaning Requirements shall consist of:

1.3.3.1 Deep cleaning and grease built-up removal of embassy kitchenettes, pavilion, and main cafeteria areas including floors, surfaces, and appliances. Cafeteria deep cleaning shall be performed after normal working hours. Contractor shall use suitable non-abrasive cleaners and disinfectants, and specific products for stainless-steel surfaces.

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

1.3.3.3 Cleaning all buildings ground floor internal and external side of window glass and sills of smudges and accumulated dirt including the first-floor atrium windows. Contract safety requirements must be followed.

1.3.3.4 Deleted.

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

1.3.3.6 Shampooing the entire surface of carpets in the high traffic areas. Carpets shall be shampooed after normal working hours.

1.3.3.7 Cleaning compound buildings roofs. Sweeping debris from surfaces and drains, and hose clean roof surfaces.

1.3.4 Quarterly Cleaning Requirements shall consist of:

1.3.4.1 Removing, washing and replacing window blinds.

1.3.4.2 Shampooing the entire surface of carpets in the high traffic areas. Carpets shall be shampooed after normal working hours.

1.3.4.3 Cleaning and sanitizing the trash holding area.

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

1.3.4.5 Deep clean and pressure wash cafeteria floor and wall surfaces. This task shall be performed after normal working hours.

1.3.4.6 Pavilion glass roof cleaning. The glass shall be free of smudges, dirt, or streaks on the surfaces. The contractor shall comply with all Embassy safety standards as outlined by the POSHO or the Assistant/POSHO. Prior to the cleaning the contractor must submit an AHA for POSHO review and approval.

1.3.5 Semi-Annual Cleaning Requirements shall consist of:

1.3.5.1 Stripping wax coats, spot checking sealer coats, and completely reapplying wax coats.

1.3.5.2 Shampooing carpets in all areas.

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

1.3.6 Annual Cleaning Requirements shall consist of:

1.3.6.1 Washing the external sides of the windows, sun shades, and louvers including the external and internal side of atrium windows. The windows shall be free of smudges, dirt, or streaks on the surfaces. The contractor will comply with all Embassy safety standards as outlined by the POSHO or the Assistant/POSHO. Scaffolding and all equipment required are to be supplied by the contractor. Prior to the installation and use of scaffolding or elevated height equipment, the contractor must submit an AHA for POSHO review and approval..

1.3.6.2 Stripping wax coats and seal coats to the bare floor surface; cleaning the bare surface, and reapplying a seal coat.

1.3.6.3 Cleaning gutters and down spouts of all collected debris.

2.0 MANAGEMENT AND SUPERVISION

2.1 The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have English and Spanish language skills 4/5 to be able to communicate with members of the U.S. Government staff. The supervisor shall have supervision as his or her sole function.

2.2 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 as to the personnel to be used and the time frame to perform the service.

2.3 The Contractor shall be responsible for quality control and is to submit a Contractor

Quality Control and Management Plan to that end. The Plan shall address how the Contractor will perform inspection visits at the work site on a regular and on an unannounced (to contractor workforce) basis. Inspections shall be tailored to the requirements on contract and how each inspection will ensure the work site is at an acceptable quality level dictated by the COR’s Quality Assurance and Surveillance Plan throughout the term of the contract. The Contractor shall coordinate all visits with the

COR.

2.4 The contractor shall have backup employees to provide the same level of service during periods of regular workforce annual or sick leaves.

2.5 The contractor shall continuously train its crew in occupational safety and health matters, and the latest cleaning technics and products updates. At least one 2-hours training per month in safety, health and occupational including but not limited to hazardous material management and handling, ergonomics, work at heights, personal protecting equipment, risk identification, and one

2-hours training per month in applicable technics and products updates shall be provided by the contractor. Trainers shall be knowledgeable and experienced in the subject and approved by the

COR in consultation with the POSHO. Training sessions shall be provided in other than working hours not to affect the cleaning activities.

2.6 The contractor shall assign (among the required personnel in paragraph 1) four people to clean the Chancery Health Unit. That personnel will be the only authorized crew to clean the Health Unit. Embassy will provide the vaccine immunization to the assigned personnel.

3.0 LOCATIONS FOR JANITORIAL SERVICES

All standard routine services are to be delivered on regular Embassy working days.

Updated area distribution is as follows:

LOCATIONS FOR JANITORIAL SERVICES

All standard routine services are to be delivered on regular Embassy workdays.

Location Estimated

Area (m2) Description

Security

Escort

CHANCERY BUILDING

5th floor South 323

1 Mechanical room

1 Electrical room

Roof Areas

Yes

4th floor North 890

2 Restrooms

1 Mechanical room

1 Hallway

2 Stairways

No

4th floor South 90 1 Restroom

1 Hallway Yes

3rd floor North 1,690

2 Restrooms

1 Electrical room

1 Telecom Room

1 System Room

1 Work room

1 Kitchenette

4 Conference rooms

2 Closets

1 Janitor closet

2 Stairways

15 Private offices

76 Workstations

No

3rd floor South 895 1 bathroom other spaces Yes

2nd floor North 1,760

2 Restrooms

1 Electrical room

1 Telecom Room

3 Work rooms

1 Systems room

1 Kitchenette

3 Conference rooms

2 Closets

1 Janitor closet

3 Storage rooms

2 Stairways

13 Private offices

72 Workstations

Hallways

No

2nd floor South 647

1 kitchenette

2 electrical rooms general offices

Yes

1st floor 3,150

7 Restrooms

2 Electrical room

3 Telecom Room

2 Work rooms

1 Systems room

1 Mechanical room

1 Cafeteria

3 Kitchenettes

1 Conference room

1 Atrium area

1 Lobby

1 Library

1 Janitor closet

6 Storage rooms

3 Stairways

2 Elevators

13 Private offices

48 Workstations

Hallways

No

TOTAL CHANCERY BUILDING AREAS

(m2):

9,445

GSO ANNEX BUILDING 1,350

2 Restrooms with showers

5 Trades shops

4 Storage Rooms

1 Mechanical Rooms

1 Lockers room

1 Commissary

1 Mail facilities

1 Motor Pool

1 Gym

5 Private offices

10 Workstations

Hallways

Roof

No

WAREHOUSE BUILDING 1,560

1 Restroom

1 Mechanical Rooms

Hallways

CAC BUILDINGS (3) 938

3 Restrooms

UTILITY BUILDING 640

Water, Generators, Electrical rooms

TOTAL ALL BUILDING AREAS (m2): 13,933

COMPOUND EXTERIOR 17,680

2 Parking lots pavement areas

Roadways

Exterior Walkways

Building canopies and entrance

Patios

1 Tennis court

1 Basketball court

1 Mail Container

1 Pavilion including BBQ area countertop, equipment and sink.

3 Hand wash stations with two sinks, paper towel dispenser and soap dispenser.

(Excluding green areas)

CMR GUARD BUILDING (La Floresta) 150 2 Restrooms

1 Break room

GRAND TOTAL ALL AREAS (m2) 31,763

ROOF AREAS:

Location Estimated Area

(m2) Escort

TOTAL CHANCERY BUILDING

ROOF

3200 Yes

GSO ANNEX BUILDING ROOF 1,250 No

WAREHOUSE BUILDING ROOF 1420 No

CAC BUILDINGS ROOF 765 No

UTILITY BUILDING ROOF 770 No

TOTAL ALL ROOF AREAS (m2): 7,405

4.0 PERSONNEL

4.1 General.

The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The

Contractor shall preserve peace and protect persons and property on site. 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 costs to the Government.

4.2 Standard of Conduct.

Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting

Officer's Representative (COR). Personal Protective Equipment (PPE) shall comply with 1.4.6.1, CDCs and OSHA requirements. For uniform contract requirement refer to Attachment 2 -

Contractor Furnished Material.

4.2.1 Neglect of duties shall not be condoned. The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

4.2.2 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, which interfere with normal and efficient Government operations.

4.2.3 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.

4.2.4. 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:

4.2.4.1 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.

4.2.4.2 Unauthorized use of Government property, theft, vandalism, or immoral conduct.

4.2.4.3 Unethical or improper use of official authority or credentials; security violations; or, organizing or participating in gambling in any form.

4.2.5 Key Control. The Contractor shall receive, secure, 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 or replacing the lock entirely.

4.2.6 The Contractor personnel must be escorted by Facility Management personnel in restricted areas of the building. Contractor personnel is prohibited to operate, clean or modify any building equipment (generators, pumps, etc.).

4.3 Notice to the Government of Labor Disputes

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

4.4 Personnel Security

4.4.1 After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take 45 days to perform. For each individual the list shall include:

Full Name

Place and Date of Birth

Current Address

Current Phone Number

Nationality

Identification number

Police Record

All Contractor employees are required to submit the Regional Security Office Name Check form as shown Attachment 3.

The Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US 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. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

5.0 MATERIALS AND EQUIPMENT

5.1 The Contractor shall provide all necessary janitorial supplies and equipment, including vacuum cleaners, carpet washers, carpet dryers, floor polishers, carts, mops, brooms, dust rags, detergents, wax, disinfectants, cleaners, sanitizer gel and all other cleaning products etc. to perform the work identified in this contract. The contractor shall provide also all expendable supplies for bathrooms including toilet paper, soap, paper towels, etc. soap and towels for kitchenettes and gel to refill sanitizers stations throughout the compound.

5.2 Materials and products under 5.0 shall comply with the U.S. EPA standards and Green Products standards and shall be approved by the COR. Copies of SDS’s and data sheets for all products shall be submitted for approval by the COR. Contractor shall keep a SDS book to be readily available in case of emergencies in all rooms that have hazardous materials. Contractor shall maintain and update a list of all approved products.

5.3 Contractor should take the list shown under Attachment 2 – Contractor Furnished Material, only as reference for cleaning products and equipment. It is not the intent of 5.3 and attachment 2 to request specific brands and models or amounts of equipment and products. The contractor shall determine the specification and amount of products and equipment to effectively achieve the objective of this service contract SOW.

6.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

No Government supplies or equipment will be provided under this contract.

7.0 INSURANCE

7.1 Amount of Insurance The Contractor, at its own expense, shall provide and maintain during the entire term of the contract and have appropriate levels of insurance coverage that is legally required for this type of work being performed. The Contractor shall carry the following minimum insurance amounts:

7.1.1 General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

7.1.2 Bodily Injury stated in U.S. Dollars:

Per Occurrence $ As per Ecuadorian Social Security

Cumulative As per Ecuadorian Social Security

7.1.3 Property Damage stated in U.S. Dollars:

Per Occurrence: $2,000.00

Cumulative: $500,000.00

7.1.4 Workers' Compensation and Employer's

Workers’ Compensational and Occupational Disease Statutory, as required by Ecuadorian Law

7.2 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.

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

7.4 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,

f) any other person or

g) arising from an incident to the Contractor's performance of this contract.

7.5 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.

7.6 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.

7.7 Government as Additional Insured. The general liability policy required of the

Contractor shall name "the United States of America, acting by and through the Department of

State", as an additional insured with respect to operations performed under this contract.

7.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after contract award. The

Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

8.0 LAWS AND REGULATIONS

8.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor shall promptly advise the Contracting

Officer of the conflict and of the Contractor's proposed course of action for resolution.

8.2 The Contractor shall comply with the latest version of the following US Safety and

Health regulations and codes:

- EM 385-1-1: U.S. Army Corps of Engineers Safety and Health Requirements

Manual.

- OSHA: Occupational Safety and Health Administration laws and regulations.

8.3 The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

8.4 The Contractor must provide, and maintain current, evidence of compliance with all registrations, licenses, and permits required by Ecuadorian law and evidence of operating an established business with a permanent address in Ecuador and telephone listing. Said evidence must be in the Contractor’s official name of business.

9.0. TRANSITION PLAN

Within five (5) days after contract award, the Contracting Officer may request that the

Contractor develop a plan for preparing the Contractor to assume all responsibilities for janitorial services. 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. The plan shall also include the documentation regarding the right of first refusal.

10. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery To Date

1.2 General

Instructions

1 COR

30 days after award

2.2 Schedules 1 COR

30 days after https://www.osha.gov/

2.3 Quality Control

and Management Plan

(C-QCMP)

1 COR

Proposal (Update as Needed)

4.4.1 List of Personnel 1 COR

10 days after

7. Evidence of

Insurance

1 COR

10 days after

8. Licenses and

Permits 1 COR Date of award

9. Transition Plan 1 COR 5 days after award

10. Work Plan (WP) and associated Activity

Hazard Analysis

(AHA) for every high-risk activity according

POSHO requirement.

Several COR

20 days before proposed date of specific work.

11. Government

Property Inventory

1 COR

20 days after award (every 6 months thereafter)

10.1 Embassy will review and answer all documents within 7 days of submitted.

10.2 Deliverables that are not approved after the second review, the COR shall initiate a meeting between the contractor, the COR, any relevant parties. The purpose of this meeting shall be to resolve outstanding concerns.

11. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

11.1 This plan provides an effective method to promote satisfactory 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 Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective PWS Para Performance Threshold

Services.

Performs all janitorial services set forth in the Performance Work

Statement

1 thru 10 All required services are performed and no more than one (1) customer complaint is received per month.

11.2 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.

11.2.1 Contract Surveillance Surveillance is conducted professionally and to foster timely communication. The COR evaluates performance objectively for contract standards compliance, focusing on appearance, product quality and supply, safety, and timeliness.

11.2. 2. Surveillance Matrix (See Table below)

11.2.3. Performance Rating Definitions (FAR 42.1503 Table 42-1)

Performance

Rating

Definition

Exceptional Performance meets contractual requirements and exceeds many to the government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the

Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements, and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

11.2.4. Surveillance Methods

• 100% Inspection: High-risk/critical items (chemical applications, window cleaning, work on ladders or other elevated platforms, MSDS/AHA approvals, annual cleanliness survey)

• Random Sampling: Routine/frequent tasks (daily cleaning)

• Periodic Sampling: Scheduled/infrequent tasks (as needed)

• Customer Feedback: Validated complaints (standard: ≤1 valid complaint per month)

11.2 5. Performance Reporting

• Corrective Action Report – Issued for deficiencies with suspense date

• Customer Complaint Record – Documented, validated, tracked

• Performance Assessment Report – Used for periodic and annual evaluations

Inspection Methodologies Examples

• Visual/site inspection of appearance and condition

• Document review (plans, reports, MSDS, AHAs, Work Plans)

# What we check

What

"Acceptabl e" looks like

How we check

How often we check

How we grade & what happens if not Acceptable

(professional terms)

1 Overall cleanlin ess and appeara nce of facilitie s

Clean, neat, professional appearance;

no visible trash, dust, or debris;

floors clean and dry;

surfaces sanitized

Walk through all areas + take photos + check high-touch surfaces

At least once a week per site + any complaint

Acceptable: Meets standard<br>Margi nal: Minor cleanliness issues<br>Unsatisf actory: Poor appearance<br>Un acceptable: Severe neglect → correct immediately + report to

Contracting

Officer

2 Floor cleanin g, moppin g & vacuum ing

All floors swept, mopped, or vacuumed as appropriate;

no visible dirt, stains, or streaks;

carpets vacuumed with visible vacuum lines; hard floors dry and streak-free

Visual inspection + check for dust/debris in corners + verify appropriate cleaning method used

Daily spot checks + weekly comprehensi ve review

Acceptable: All floors clean and appropriate method used<br>Marginal:

1–2 missed spots<br>Unsatisfa ctory: Multiple areas missed → correct within 24 hours

3 Restroo m cleanin g and sanitiza tion

Toilets, sinks, and fixtures sanitized;

no odors;

soap and paper products fully

Inspect all fixtures + check supplies + smell test + touch high-contact surfaces

Daily checks

+ random inspections

Acceptable: Fully sanitized and stocked<br>Margi nal: Minor supply shortage or small missed area<br>Unsatisfa ctory: Unsanitary conditions or stocked;

floors clean and dry;

mirrors streak-free;

trash emptied empty dispensers

→ correct immediately

4 Trash removal and recyclin g

All trash receptacles emptied daily; liners replaced;

recycling separated properly; no overflowing bins;

exterior dumpster area clean and organized

Check all trash cans + verify liner replacement

+ inspect dumpster area

Daily for interior + weekly for exterior areas

Acceptable: All trash removed and properly sorted<br>Margina l: 1–2 bins not emptied<br>Unsati sfactory: Multiple overflowing bins or improper disposal → correct immediately + report to

Contracting

Officer if repeated

5 Dusting and surface cleanin g

All horizontal surfaces dusted

(desks, shelves, windowsills

, ledges); no visible dust accumulatio n; high surfaces addressed monthly;

electronics cleaned carefully

White glove test on random surfaces + inspect high and low areas + check for streaks

Weekly for routine surfaces + monthly for high areas

Acceptable:

Surfaces clean with minimal dust<br>Marginal:

Light dust on some surfaces<br>Unsat isfactory: Heavy dust accumulation

→ correct within

48 hours

6 Windo w and glass cleanin g

Interior and exterior windows clean and streak-free;

glass doors and partitions spotless;

Visual inspection from both sides + check for streaks, smudges, fingerprints

Interior: bi-weekly<br>

Exterior:

monthly + after weather events

Acceptable: Clean and streak-free<br>Unsatisfac tory: Visible streaks, dirt, or smudges → correct within 1 week + report to

Contracting frames and sills wiped down

Officer if safety issue

7 Chemic al use, safety disinfec tion

All cleaning chemicals approved 10 days in advance;

MSDS on file; proper dilution ratios followed;

disinfection of high-touch surfaces

(door handles, light switches, handrails) completed daily; EPA-approved disinfectants used

Check

MSDS

documentatio n + verify chemical approval + inspect dilution + confirm high-touch surface cleaning

Before any new chemical use

+ weekly verification of high-touch cleaning

Acceptable:

Documents approved, proper use, surfaces disinfected<br>Un acceptable: No approval, improper use, or missed disinfection → stop work + report to Contracting

Officer immediately

8 Kitchen and break room cleanin g

Countertops sanitized;

sinks clean;

appliances

(microwave, refrigerator) cleaned inside and out; tables and chairs wiped down;

floors mopped; no food debris or spills

Inspect all surfaces + open appliances + check for odors + verify floor cleanliness

Daily checks

+ deep clean verification weekly

Acceptable: All areas sanitized and odor-free<br>Unsatisfac tory: Food debris, spills, or unsanitary conditions → correct same day + report to

Contracting

Officer if health hazard

9 Supervi sor, safety gear & worker

Supervisor present at all times during work.

Observe team on site<br>Insp ect uniforms

& safety gear

Every day we visit + every week review reports

Acceptable:

Supervisor present, full uniform & safety gear worn, appropriate behavio r

Speaks fluent

English. All workers wear full clean uniform

(jacket with logo, appropriate pants, polo with name, closed-toe non-slip shoes).

Everyone wears required safety gear

(gloves, eye protection, appropriate

PPE for chemicals, wet floor signs deployed).

No sleeping, fighting, personal phone use, alcohol or disruptive behavior on each person<br>C onfirm supervisor presence<br>

Review weekly safety reports<br>V erify wet floor signs in use conduct, safety protocols followed

→ no action needed<br>Unacce ptable: Supervisor absent OR missing safety gear OR disruptive behavior

OR safety violations → Stop unsafe work immediately +

Report to

Contracting

Officer right away

+ Formal warning possible (Letter of concern, Safety violation letter)

Carpet spot cleanin g and stain removal

Spills and stains addressed within 24 hours;

appropriate cleaning agents used;

no water damage or discoloratio n; high-traffic areas maintained

Inspect carpets for stains + verify timely response to reported spills + check for proper drying

Weekly inspections + after any reported spill

Acceptable: Stains removed promptly, no damageMargi nal:…