RFP 19J01020R0001.pdf

RFP # 19J01020R0001

SENSITIVE BUT UNCLASSIFIED

Section A

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 350)

RATING PAGE OF PAGES

1 | 97

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

3. SOLICITATION NO.

19-J010-20-R-0001

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

September 17, 2020

6. REQUISITION/PURCHASE NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than item 7) American Embassy Amman, Jordan. Abdoun, Al-Umawyeen St.

Phone: 962-6-590-6000 Fax: 962-6-592-0163 Email: AmmanRFQ@state.gov

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

SOLICITATION

9. Sealed offers in original and three (3) copies for furnishing the supplies or services in the Schedule will be received at the place specificed, in the depository located in American Embassy, Amman until November 02, 2020 at 04:00 (local time). The U.S. Embassy Amman, Jordan. Abdoun, Al-Umawyeen St. Email: AmmanRFQ@state.gov.

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

Haitham AlZuhlof

Alzuhlofhf@state.gov

B. TELEPHONE (NO COLLECT

CALLS)

AREA CODE NUMBER EXT

962-6-590-6025

C. E-MAIL ADDRESS

AmmanRFQQuestions@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 1 X I CONTRACT CLAUSES 35-48

X B SUPPLIES OR SERVICE AND PRICES/COSTS 2-5 PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT 6-24 X J LIST OF ATTACHMENTS 49-71

X D PACKAGING AND MARKETING 25-25 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 26-27 X K REPRESENTATIONS, CERTIFICATIONS, AND 72-89

X F DELIVERIES OR PERFORMANCE 28-29 OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION 30-30 X L INSTRS., COND., AND NOTICES TO OFFERORS 90-94

X H SPECIAL CONTRACT REQUIREMENTS 31-34 X M EVALUATION FACTORS FOR AWARD 95-97

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 120 calendar days (120 calendar days unless a different period is inseted by the offer) 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

SOLICITATION (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

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7)

CODE

25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Cynthia Jachim

27. UNITED STATES OF AMERICA

28. AWARD DATE

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

mailto:AmmanRFQ@state.gov mailto:AmmanRFQ@state.gov mailto:Alzuhlofhf@state.gov mailto:AmmanRFQQuestions@state.gov

PART I - THE SCHEDULE

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

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

Amman - Jordan.

B.2 TYPE OF CONTRACT

This is a fixed price contract with indefinite delivery/indefinite quantity for temporary/additional services.

B.3 TYPES OF SERVICES

(a) Standard Services. The Contractor shall provide standard janitorial services as specified in Section C within the buildings and spaces listed in Exhibit A.

(b) Temporary Additional Services for Standard Cleaning/Janitorial

The Contractor shall provide Temporary Additional Services when requested by the Contracting

Officer's Representative (COR) through a written order. Temporary Additional Services delivered shall be in addition to the Standard Services, and shall be priced at the unit price shown below.

The tasks to be accomplished shall be additional quantities of the same tasks described in Section

C.

(c) Temporary Additional Services for Disinfection/Cleaning.

The Contractor shall provide Temporary Additional Services when requested by the Contracting

Officer's Representative (COR) through a written order. Although infected individuals are the primary source of infection with COVID-19, the virus can survive on surfaces. Potential transfer of infectious material from surfaces could result in infection. Handwashing and not touching the face are the primary recommended interventions. Some sources suggest the virus can live for up to 9 days, but more likely about 48 hours. Colder, moister conditions appear to promote its longevity. The longer since the individual left the premises and the absence of bodily fluids decrease the risk, the disinfection services shall be priced at the unit price shown below. The tasks to be accomplished shall be additional quantities of the same tasks described in Section C.

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 100 square meters per year. This reflects the contract minimum for the base year and option period.

Maximum: The amount of all orders shall not exceed 250,000 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

B.4 PRICING

(a)The Government will pay the Contractor a fixed price per month for Standard Services that have been satisfactorily performed. The Government will also pay the Contractor for

Temporary Additional Services ordered each month by the Government for satisfactorily completed work.

(b)The Contractor shall include any premium pay for services required on holidays only in the fixed prices for Standard Services. The Contractor shall include any premium pay for overtime only in the fixed rates for Temporary Additional Services.

(c)The Government will also reimburse the Contractor at the purchase price for any materials or equipment ordered by the Government for Temporary Additional Services.

(d)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.

(e)The Government will make payment in Jordanian Dinars.

(f)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.

B.5 Base Year Prices in Jordanian Dinar

(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

X12

(b) Temporary Additional Services. The unit fixed price is b.1 Additional “standard” cleaning/janitorial services Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

15,500 square meters b.2 Additional disinfection/cleaning services

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

25,000 square meters Total Not to Exceed Price for Base Year (a+b1+b2)

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

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

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

15,500 square meters b.2 Additional disinfection/cleaning services

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

Total Not to Exceed Price for Option Year 1 (a+b1+b2)

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

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

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

15,500 square meters b.2 Additional disinfection/cleaning services

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

Total Not to Exceed Price for Option Year 2 (a+b1+b2)

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

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

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

15,500 square meters b.2 Additional disinfection/cleaning services

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

Total Not to Exceed Price for Option Year 3 (a+b1+b2)

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

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

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

15,500 square meters b.2 Additional disinfection/cleaning services

Price per square Meter Estimated Number of square Meters per Year Total Not to Exceed Price per Year

Total Not to Exceed Price for Option Year 4 (a+b1+b2)

B.10 Grand Total of Base plus All Option Years in Jordanian Dinar

Base Year Total in Jordanian Dinar

Option Year 1 Total in Jordanian Dinar

Option Year 2 Total in Jordanian Dinar

Option Year 3 Total in Jordanian Dinar

Option Year 4 Total in Jordanian Dinar

Grand Total of Base plus All Option Years in Jordanian Dinar

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Standard cleaning/janitorial services

C.1 WORK REQUIREMENTS

C.1.1 General. The Contractor shall provide cleaning /janitorial services for the U.S. Embassy in Amman - Jordan. The Contractor shall perform cleaning /janitorial services in all designated spaces including, but not limited to, halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, stairways, shops, roofs, walkways, driveways, landscapes, kitchens, surrounding roads and landscapes, surrounding walkways, appliances, offices equipment and furniture, water dispensers, air outlets and inlets, plant room services rooms, fountains, grease traps, blinds, windows, doors, gates, entrances buildings, bins and containers, rugs, carpet, elevators, toilets (including WCs, walls, basins, and cubical) all walls at showers, warehouses and stairways. (This list is not a comprehensive list but merely shows the extent of the required cleaning.) The contractor shall provide packaging and collecting services for the Embassy’s recycling program including papers and paper materials, glass, cans, and plastics.

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 old existing office buildings (North and South Chancery)

“NOX” means the “New Office Annex” building.

“CMR” means the official residence of the ambassador.

"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 evaluate 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.1.4.4 Temporary Additional Services are services that are defined as Standard

Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in paragraph C.2.1 of this contract.

The COR shall order these services as needed. This work shall be performed by trained employees of the Contractor and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24-hour advance notice.

C.1.4.5 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.

C.1.4.6 The Contractor shall provide Personal Protective Equipment (PPE) for its employees. Such PPE shall include work gloves, latex gloves for use with cleaning products, latex gloves protect against pathogens, dust masks, face shields, harnesses, helmets, rubber boots or other shoe protection, any other PPE required by the task being performed.

C.1.4.8 Time schedule showing tasks, locations and frequencies must be submitted including the procedures, materials and tools to be used. The vendor must review all professional industrial tools and machines provided and submit any additional equipment requests that may be needed to complete the tasks required including but not limited to professional vacuum wet carpet cleaning machines, industrial high-pressure pump washing machine, and more. All tools, equipment, and procedures must be submitted for COR evaluation within first week of contract. If any more machines are needed during the contract period or requested, the contractor must submit this for COR evaluation.

C.2 TYPES OF SERVICES

C.2.1 Standard Services shall include the following work:

C.2.1.1 Daily (D) 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 all 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 once a day.

C.2.1.1.6 Removing any grease marks or fingerprints from walls, doors, door frames, radiators, windows and window frames, glass desk protectors, reception booths, cubicle partitions, and elevators.

C.2.1.1.7 Removing trash to designated area as directed by the COR and keeping the trash area in reasonably clean condition.

C.2.1.1.8 Sweeping debris from walkways and driveways once a day in general areas and three times a day at the Consular Section Entrance Area, and hose cleaning them once every four months during the year or as needed, taking into consideration environmental restrictions on water if necessary.

C.2.1.1.9 Thorough cleaning of toilet area at the Ambassador’s office, 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, and soap in all bathrooms.

C.2.1.1.10 Thorough cleaning of the Health Unit 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, and soap in all bathrooms. The health unit special requirements: Daily cleaning is required of the health unit, consisting of dusting, cleaning of counter surfaces and toilet bowls, trash removal, with separation and separate handling of bio-hazardous waste and general trash. Floors shall be mopped and buffed weekly, scrubbed and waxed monthly at a minimum. Some locations may require more frequent services. Light fixtures shall be dusted monthly and fixtures washed at least annually. Windows shall be cleaned quarterly at a minimum. Soap, towel, and toilet tissue shall be available at all sinks and lavatories.

C.2.1.1.11 Deliver/Change the drinking water bottles in the water dispensers as needed. Maintain the dispensers by cleaning both the bottle and dispenser by wiping all dust with a clean cloth. Avoid contaminating the water with dirt and dust by carefully wiping away from the potable surfaces with COR approved methods. Change drinking water bottles and maintain the water dispenser container by removing excess water from collection tray. Bottles broken by the contractor during handling may be charged 5 JD for each and this money will be deducted from the next invoice.

C.2.1.1.12 Elevator interiors shall be cleaned with appropriate cleaning products to be free of dust, dirt, smudges, and stains by using clean dusting and appropriate cleaners. Brushed chrome, plastic, and stainless-steel control panels on each landing and in the cabinet shall be cleaned and polished with appropriate cleaning materials.

C.2.1.1.14 Contractor shall launder all cleaning rags, cloths, mops etc. after each use.

C.2.1.1.15 Contractor shall provide towel service for both gyms (in the NOX and in the North Chancery). Used towels must be washed each day and returned to the gym folded.

C.2.1.1.16 Contractor shall provide day porter service for all restrooms, entrances, dining areas, and public areas. Services will include monitoring restroom cleanliness and paper stock hourly. Restroom will be cleaned if needed. Monitor trash in public areas and remove when full. Sweep, vacuum, and mop any areas as needed.

C.2.1.2 Weekly (W) Periodic Cleaning Requirements shall consist of:

C.2.1.2.1 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.2.1.2.2 Extract/shampooing small areas on carpets as requested, with manufacturer approved products/methods.

C.2.1.2.3 Dusting windowsills and blinds.

C.2.1.2.4 Polishing all brass surfaces including door and windows handles, plaques, etc.

C.2.1.2.5 Dusting tops of tall furniture, tops of picture frames, and areas not covered in daily dusting.

C.2.1.2.6 Sweeping and washing terraces and balconies to remove all accumulated dirt and debris.

C.2.1.2.7 Clean, sweep, and mop with approved cleaner all warehouse storage areas to be free of soil. Trash shall be removed. All shelves and items on shelves shall be dusted with dry clean dust cloth.

C.2.1.2.8 Cleaning and sanitizing the trash holding area.

C.2.1.3 Monthly (M) Cleaning Requirements shall consist of:

C.2.1.3.1 Cleaning of common area appliances, refrigerators, and microwaves with non-abrasive, non-residual cleaner.

C.2.1.3.2 Spot cleaning baseboards and walls.

C.2.1.3.3 Spot waxing and polishing floors as needed.

C.2.1.3.4 Wiping window blinds with a damp cloth to ensure that all smudges are removed.

C.2.1.3.5 Cleaning inside window glass and sash of smudges and accumulated dirt.

C.2.1.3.6 Moving all furniture and vacuuming or polishing the floor under the furniture as appropriate.

C.2.1.3.7 Cleaning, dusting and sanitizing inside of the Basement Storage Area and all doors where exist.

C.2.1.3.8 Cleaning shutters as required.

C.2.1.3.9 Cleaning and sanitizing with non-toxic supplies the water dispensers.

C.2.1.3.10 Cleaning inside window glass and sash of smudges and accumulated dirt. Special care must be taken on procedures and materials so that the glass and films will not be harmed. The COR must evaluate all used materials.

C.2.1.3.11 Clean and wash with appropriate cleaning product all fountains, walls, floors, and lighting at the Ambassador Residence.

C.2.1.4 Quarterly (Q) Cleaning Requirements shall consist of:

C.2.1.4.1 Removing and washing window blinds.

C.2.1.4.2 Shampooing the entire surface of carpets in the high traffic areas.

C.2.1.4.3 Cleaning all tiles, seals, and plaques using appropriate methods to restore the original luster to those parts.

C.2.1.4.4 Clean the interior and exterior of the skylights.

C.2.1.5 Semi-Annual (SA) 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 Extract/Clean/Shampoo carpets in all areas.

C.2.1.5.3 Dusting and wiping all light fixtures. When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks.

C.2.1.5.4 Washing the outsides of the windows. When completed, the windows shall be free of smudges, lint, or streaks from the surfaces

C.2.1.5.5 Clean and shine all the copper/brass and metal pieces: door handles, metal kick plates on doors, room I kept FAC respond for CO determination. signs, doors and door frames, partitions I kept FAC respond for CO determination., windows and frames, wooden and white boards, clocks, etc.

C.2.1.6 Annual Cleaning Requirements shall consist of:

C.2.1.6.1 Cleaning all the window glass, normally after the rainy season.

C.2.1.6.2 Cleaning gutters and down spouts of all collected debris before the rainy season.

C.3 MANAGEMENT AND SUPERVISION

C.3.1 Contractor Management.

C.3.1.1 Supervision. The Contractor shall designate a representative who shall always be responsible for on-site supervision of the Contractor’s workforce. 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. The representative shall have adequate housekeeping experience. He/she must be submitted for approval to the COR. Approval will be based on his technical and managerial experiences.

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. A scheduled work plan will be approved by COR and the schedule will be loaded into the

Embassy CMMS program. All additional work requests will be approved through

Embassy CMMS program as defined in C.1.4.8

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. Overtime may be necessary under Temporary Additional Services.

C.3.1.5 BBP (Blood Borne Pathogen) training will be provided to the contractors.

The U.S. Embassy Health Unit will provide this training at least annually and as needed. All of the Contractor’s personnel must attend this training. The Health

Unit will also provide written protocols for cleaning infectious areas and specialized personal protective equipment (PPE) as required.

C.4 Environmental Requirements:

C.4.1 Planning

The Contractor shall:

C.4.1.1 Develop and maintain Standard Operating Procedures (SOPs) that govern cleaning procedures, training, chemical handling, equipment maintenance, and quality assurance.

C.4.1.2 Develop a Building-Specific Green Cleaning Plan that describes how the building will be cleaned effectively while protecting human health and the environment. The Plan shall describe the methods, materials, and equipment used under the contract. In addition to typical cleaning concerns, the Green Cleaning

Plan shall meet the following requirements:

a. Develop and implement a floor maintenance plan, consistent with manufacturers’ maintenance recommendations, to extend the life of flooring through routine, periodic, and restorative cleaning operations.

b. Determine schedules of routine cleaning operations, activities performed periodically, equipment operation and maintenance, cleaning inspections, and accident preparedness plans.

c. Schedule of cleaning operations detailing the minimum frequency required to clean and maintain the area to a level that adequately protects human health and the environment.

d. Schedule of cleaning operations shall be reviewed at a minimum of twice per year and adjusted as needed in response to the changing needs of the building and its occupants.

e. Provide a detailed description of how green cleaning operations shall address:

i. Cleaning procedure requirements for such special areas as high-traffic areas, dining and food preparation areas, laboratories, and entryways.

ii. Storage and use of chemicals within the facility, including consideration of proper ventilation, dilution control procedures, adequate security, and proper management of the area.

iii. Vulnerable populations such as children, asthmatics, and pregnant women.

iv. Indoor sources of contaminants or pollution, both temporary and permanent, such as building renovations, indoor plants, and new carpet installations.

v. Cleaning in areas with special engineering concerns such those with inadequate ventilation, poor lighting, and restricted access.

vi. Seasonal or periodic conditions and periods of increased or decreased use (e.g., school vacation closures).

vii. Specialty cleaning requirements or conditions that may affect the frequency of cleaning or negatively impact human health or the environment.

C.4.2 Powered Cleaning Equipment and Supplies

The Contractor shall provide vacuum cleaners with HEPA filters. Filters shall be changed or cleaned according to the manufacturer’s instructions.

C.4.3 Entry Way Mats

Place washable mats in door exteriors and wash the mats as needed to prevent dirt from entering the building and maintain them in a clean appearance.

C.4.4 Waste, Recycling, and Composting

C.4.4.1 Service providers shall support the U.S Embassy-Amman in meeting its waste, recycling, and composting goals, policies, and laws through compliance with collection and disposal guidelines outlined in these requirements:

a. Trash: All trash (including restrooms) shall be collected and removed.

Trash containers shall be emptied and kept clean, odor-free, and free of dirt, dust, debris, residue, and spilled materials. Liners for all trash, debris containers, recycling, and composting bins shall comply with the sustainable cleaning supplies specification.

b. Recycling: The Contractor shall provide all labor, equipment, and means to collect and transport recyclable materials from recycling bins and containers located throughout the building to storage and loading areas.

Recycling containers shall be emptied and kept clean, odor-free, and free of dirt, dust, debris, residue, and spilled materials. Liners for all trash, debris containers, recycling, and composting bins shall comply with the sustainable cleaning supplies specification.

c. Waste and Recycling Bins: Cardboard recycling boxes shall be provided by the Contractors to each department within the facility when requested by the facility. Multiport waste common area stations shall be provided by the

Contractors to each common area (i.e. break room, lunchroom, etc.) within the facility when requested by the facility.

d. Hazardous Materials: The Contractor shall notify the contract officer, facility manager, and/or maintenance supervisor of any item or material identified by the EPA and local regulatory agencies as hazardous waste, hazardous materials, or Universal Waste, observed in the trash or recycling receptacles. Typical prohibited wastes include but are not limited to fluorescent light bulbs, thermostats, thermometers, most chemicals, and batteries.

e. Medical Sharps: Medical sharps shall be disposed of by the Contractor in accordance with the State Department requirements or according to local regulations.

f. Trash, Recyclables, and Compostable Collection and Disposal Process:

i. The Contractor shall provide clearly labeled “Recycling Only”

Utility Collection Carts to collect and transport recyclable materials within the Facility. The Contractor shall never store or transport recyclables and trash together (even if bagged separately) in the same Utility Collection Cart, unless is a compartmentalized cart in order to avoid or give the appearance of contamination.

ii. The Contractor shall collect recyclables on a daily basis from offices where large and mid-sized centralized containers are located. Utility

Collection Carts containing recyclable materials shall be taken to the loading dock or designated hauling pick-up point within the premises to be emptied into “Recycling” designated hauling containers for transport to a recycling center.

iii. Contractor shall provide descriptive labels (Arabic and English) on all containers used to transport trash or recyclables to the loading dock or designated hauling pick-up point within each building.

iv. Contractor shall, at a minimum collect for recycling purposes the following materials: mixed office paper, newspapers and inserts, soft cover publications, catalogs, unwanted mail, magazines, all other paper, any color any size), paperboard, corrugated boxes, food and beverage containers made of glass, plastic, tin and aluminum, toner cartridges, or other recyclable materials as deemed appropriate by the Embassy.

v. Contractor shall pull corrugated containers from the trash stream and place them in designated recycling containers. The Contractor shall, if necessary, bundle or bind the corrugated containers to facilitate transport by the recycling hauler. Note: corrugated cardboard must never be placed in trash dumpsters or compactors for disposal.

vi. The Contractor shall set aside all broken furniture, wooden pallets, and similar large objects for bulk collection pick up.

vii. The Contractor shall support the U.S. Embassy-Amman in implementing composting programs through implementing agency guidelines for proper collection and disposal of compostable waste, including food waste, where applicable.

viii. The Contractor shall weigh each month all recycling materials using scales (1) existing at the facility, (2) on hauler’s trucks equipped with weighing capability, or (3) provided by the Contractor under the direction of the contract administrator. The Contractor shall complete and submit the monthly Recyclable Weight Report to the

Contract Officer.

C.4.5 Communications

The Contractor shall develop a communications strategy. The communications plan shall be developed in conjunction with facility managers.

1. Contractors shall:

a. Ensure that a system is in place for cleaning service employees to provide comments and suggestions about workplace issues and suggestions for improvements in the provision of services.

b. Communicate to the facility management or owners of the building the presence of pests and any maintenance issues discovered while performing cleaning operations.

c. Provide materials to facility managers that define opportunities for building occupants to reduce the need for more intensive cleaning processes or treatments (e.g., reporting spills and making attempts to reduce clutter in personal spaces).

d. Obtain prior approval from the COR for any cleaning products used in the building. This shall include a list of all chemicals that may be used. It also shall include the name, address, and phone number of the contact person; a statement that the contact person maintains the product labels and Material

Safety Data Sheets (MSDSs) of each product used in the building; and information that the label or MSDSs are available for review upon request.

The contact person shall be available for information and comment.

e. Provide product MSDSs in a timely manner upon request.

f. Janitorial service providers may request facility managers to identify building occupants with special needs or sensitivities (to dust, chemicals, noise levels, etc.) and have a process in place to work with management, cleaning staff, and individuals to mitigate the problem.

C.4.6 Training

Contractors shall train all cleaning staff in the proper handling of chemicals, use of equipment, proper cleaning procedures, and safe and proper disposal of chemicals as detailed below:

a. The Contractor is required to train all cleaning personnel on standard operating procedures, the proper sequencing of cleaning steps, and the proper use of personal protective equipment when hired. This training may occur before personnel are assigned to a facility or it may be conducted at the site, before beginning independent work.

b. As part of initial training, the Contractor shall provide all personnel standard safety training focusing on reducing and preventing ergonomic injuries and exposure to hazardous materials encountered by janitorial service providers and their personnel, and proper and safe disposal of chemical products.

c. The Contractor shall provide site-specific training for all cleaning personnel focusing on standards for the facility to which they will be assigned. Site-specific training shall cover: the facility-specific cleaning plan; tailored procedural training based on the building-specific Green Cleaning Plan; and hazardous communication standards.

d. The Contractor shall provide all employees continuing training and/or education on an annual basis to maintain knowledge of correct procedures for safety, tools, techniques, and pertinent environmental standards. For new hires, at least 12 hours of this training must be provided upon initial employment, followed by 24 hours of in-service training, continuing education, and/or professional development opportunities on an annual basis. Contractor management/supervisors shall have at least 24 hours of in-service training and/or education on an annual basis.

e. Records of training shall be maintained on each employee for all training specified within this solicitation and submitted annually to the COR. The documentation shall include a general outline of information covered in the training, the name and qualifications of the trainer, and the date(s) and duration of the training or courses. For current employees, records shall be retained for two years from their hiring date; records shall be retained for one year for former employees.

C.4.7 Reporting

The contractor shall document that the products and services supplied under this contract comply with key environmental criteria noted above. The contractor shall submit the following information to the COR of contact:

C.4.7.1 Cleaning and Disinfecting Product List: To be provided upon contract signing and whenever changes are made in excel or word via e-mail, and provide at minimum:

a. Product type (degreaser, detergent, etc.)

b. Product name

c. Applicable eco-label or how product meets stated environmental requirement

C.4.7.2 Material Safety Data Sheets and Product Labels for all cleaning products used to be provided to facility managers upon contract signing in a binder. Binder is to be updated whenever changes are made.

C.4.7.3 Building Specific Green Cleaning Plan – To be provided twice per year starting within 30 days of signing the contract. The plan shall be provided in Word, Excel, or

PDF and delivered via email. The plan shall address the Building Specific Green

Cleaning Plan Requirements outlined in Section C.5 Planning Requirements.

C.4.7.4 Training Curriculum – To be provided annually from date of contract signing and whenever changes are made. The training curriculum shall be provided in word or .pdf via email.

C.4.7.5 Training Records - To be provided annually from date of contract signing in word or .pdf via email. Training records submitted shall address training records requirements outlined in Section C.5 Training Requirements.

C.4.7.6 Standard Operating Procedures- To be provided upon contract signing and on an annual basis in word or .pdf via email.

C.4.7.7 Communications Strategy-To be provided upon 30 days of contract signing, whenever changes are made, and on an annual basis in word or .pdf via email. The communication strategy shall address requirements outlined in Section C.5

Communications Requirements.

C.4.7.8 Environmentally Preferable Products and Services (EPPS) Report – To be provided annually or as requested in Excel and delivered via email. The report shall include:

a. Janitorial services contractor name

b. Contract No.

c. Contract award date

d. Company from which cleaning products and supplies were purchased

e. Date of purchase

f. Product description - manufacturer description of product

g. Corresponding environmentally preferable product type based on the product types included in the DC Janitorial Services and Cleaning Supplies

Environmental Guidance Documents (ex. toilet paper) (Applicable

Documents #12, 33)

h. Number of units purchased

i. Price per unit

j. Total cost

k. Compliance with DC environmental criteria – Indicate how product purchased meets DC environmental criteria (ex. Green Seal certification).

If the environmental requirement was not specified in the solicitation, indicate NA.

l. Recycling Report – To be provided monthly in excel via email and shall meet the recycling report requirements outlined in Section C.5 Waste, Recycling, and Composting Requirements.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Temporary Additional Services for Disinfection/Cleaning

C.5 WORK REQUIREMENTS

C.5.1 General. The Contractor shall perform temporary additional disinfection/cleaning services in all designated spaces identified as potentially impacted by an individual suspected to be or confirmed to be infected with COVID-19. Spaces may include to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators and stairways and disinfection treatment will focus on surfaces potentially contacted by the individual. The Contractor shall furnish all managerial, administrative, and direct labor personnel that are 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.5.2 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.

C.5.3 Definitions

a. CDC. The U.S. Centers for Disease Control and Prevention

b. Cleaning. A process for removing germs, dirt, and impurities from surfaces or objects. Cleaning works by using soap (or detergent) and water to physically remove germs from surfaces. This process does not necessarily kill germs, but by removing them, it lowers their numbers and the risk of spreading infection.

c. COVID-19. The name for the illness caused by the novel corona virus that emerged in 2019. The virus is SARS-Cov-2.

d. Disinfection. The process of killing germs on surfaces or objects. Disinfecting works by using chemicals to kill germs on surfaces or objects. This process does not necessarily clean dirty surfaces or remove germs, but by killing germs on a surface after cleaning, it can further lower the risk of spreading infection.

e. Sanitizing. A process that lowers the number of germs on surfaces or objects to a safe level, as judged by public health standards or requirements. This process works by either cleaning or disinfecting surfaces or objects to lower the risk of spreading infection.

f. SARS-Cov-2. The novel (newly discovered) virus that causes the COVID-19 illness.

C.5.4 Duties and Responsibilities

a. Certain areas listed in Section J 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. Escorts will be arranged through the COR.

b. Contractor shall schedule disinfection work with the COR.

c. The COR shall determine the schedules in coordination with the Contractor.

d. Repeated Disinfection Services. Disinfection may be required to be repeated in the same areas or performed in other spaces in the facilities. The COR shall identify these spaces as described in C.5.4.a Contractor shall coordinate with the

COR to provide these additional services. The COR shall order these services as needed basis. 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.

e. This work shall be performed by Contractor trained employees. The COR may require the Contractor to provide temporary additional services with 24 hour advance notice.

C.5.5 How to clean and disinfect surfaces

The Cleaning Requirements shall consist of:

a. Prior to starting disinfection work, check the containers of disinfectant for the shelf life date to ensure that it has not passed. Never mix household bleach with ammonia or any other cleanser. This link contains additional excellent advice on use of disinfectants: http://npic.orst.edu/ingred/ptype/amicrob/covid19.html

b. Cleaning of soiled surfaces prior to disinfection. Cleaning methods shall prevent contact with individuals and aerosolization of the soiling.

c. Disinfection utilizing a product listed as being effective against the COVID-19 virus such as those listed here: Products with EPA-approved emerging viral pathogens claims. Diluted household bleach solutions, alcohol solutions with at least 70% alcohol, and most common EPA-registered household disinfectants should be effective. A bleach solution can be prepared by mixing 5 tablespoons

(1/3rd cup) bleach per gallon of water or 4 teaspoons bleach per quart of water.

Labeling shall be provided in advance to the COR. If the product is not specifically listed as effective, then labeling must be submitted to the COR for acceptance. The Contractor shall follow the manufacturer’s instructions for all cleaning and disinfection products (e.g., concentration, application method and contact time, etc.).

d. Cleaning of any glasses, cups, and coffee services in the spaces. The Contractor shall clean the items in hot soapy water and rinse, and dry.

http://npic.orst.edu/ingred/ptype/amicrob/covid19.html

e. Waste removal to include emptying all wastepaper baskets, and cleaning and disinfecting the waste receptacles, then replacing plastic wastepaper basket linings and returning items where they were located.

i. The greater the amount of time has elapsed since the departure of the individual, the better. Preferably wait at least 24 hours before cleaning and disinfection. This waiting period is not always practical.

ii. If surfaces are dirty, they should be cleaned using a detergent or soap and water prior to disinfection.

iii. For soft (porous) surfaces such as carpeted floor, rugs, and drapes, remove visible contamination if present and clean with appropriate cleaners indicated for use on these surfaces. After cleaning:

1. Launder items as appropriate in accordance with the manufacturer’s instructions. If possible, launder items using the warmest appropriate water setting for the items and dry items completely, or

2. Use products with the EPA-approved emerging viral pathogens claims that are suitable for porous surfaces.

iv. Always follow label directions on cleaning products and disinfectants.

Wash surfaces with a general household cleaner to remove germs. Rinse with water and follow with an EPA-registered disinfectant to kill germs.

Read the label to make sure it states that EPA has approved the product for effectiveness against influenza A virus.

v. If a surface is not visibly dirty, you can clean it with an EPA-registered product that both cleans (removes germs) and disinfects (kills germs) instead. Be sure to read the label directions carefully, as there may be a separate procedure for using the product as a cleaner or as a disinfectant.

Disinfection usually requires the product to remain on the surface for a certain period of time (e.g., letting it stand for 3 to 5 minutes).

vi. Use disinfecting wipes on electronic items that are touched often, such as phones and computers. Pay close attention to the directions for using disinfecting wipes. It may be necessary to use more than one wipe to keep the surface wet for the stated length of contact time. Make sure that the electronics can withstand the use of liquids for cleaning and disinfecting.

vii. Special cleaning and disinfecting processes, including wiping down walls and ceilings, frequently using room air deodorizers, and fumigating, are not necessary or recommended. These processes can irritate eyes, noses, throats, and skin; aggravate asthma; and cause other serious side effects.

viii. Use standard procedures for handling waste, which may include wearing gloves. Place no-touch waste baskets where they are easy to use. Throw disposable items used to clean surfaces and items in the trash immediately after use. Avoid touching used tissues and other waste when emptying waste baskets. Wash your hands with soap and water after emptying waste baskets and touching used tissues and similar waste.

ix. For clothing, towels, linens and other items that go in the laundry:

x. Wear disposable gloves when handling dirty laundry from an ill person and then discard after each use. If using reusable gloves, those gloves should be dedicated for cleaning and disinfection of surfaces for COVID-

19 and should not be used for other household purposes. Clean hands immediately after gloves are removed.

1. If no gloves are used when handling dirty laundry, be sure to wash hands afterwards.

2. If possible, do not shake dirty laundry. This will minimize the possibility of dispersing virus through the air.

3. Launder items as appropriate in accordance with the manufacturer’s instructions. If possible, launder items using the warmest appropriate water setting for the items and dry items completely. Dirty laundry from an ill person can be washed with other people’s items.

xi. Clean and disinfect clothes hampers according to guidance above for surfaces. If possible, consider placing a bag liner that is either

C.5.6 The U.S. centers for disease control and prevention guidance.

a. Facilities (not housing individuals) with Suspected/Confirmed Coronavirus should follow the “Interim Recommendations for US Community Facilities with

Suspected/Confirmed Coronavirus Disease 2019” found here:

https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.