RFQ 19S16026Q0004.pdf

U.S. Embassy Ljubljana, Slovenia

Date: January 12, 2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19S16026Q0004

Enclosed is a Request for Quotations (RFQ) for JANITORIAL SERVICES. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit your quotation to

LjubljanaQuotes@state.gov.

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

The Embassy intends to conduct a site visit. Site visit will be held on Thursday, January 22, 2026 at 10:00 AM (local time) at the American Embassy General Services Office located at

Villareal 46/II, Ljubljana. Prospective quoters should submit their respective names no later than Tuesday, January 20, 2026 to Mr. Marijan Kruhar, Procurement Supervisor Agent at kruharm@state.gov, if they would like to participate at the visit.

Quotations are due by 10:00 AM local time on Monday, February 2, 2026. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to LjubljanaQuotes@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word

2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

For a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1, Pricing

3. Additional information as required in Section 3

4. Section 5 Representations and Certifications or Proof of SAM Registration (if registered)

5. Contractor Certification: NDAA Covered Telecommunications Equipment

Quoters are highly encouraged to register in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under

FAR 4.1102.

Sincerely, Halley L. Lisuk

Contracting Officer

Enclosure mailto:LjubljanaQuotes@state.gov mailto:kruharm@state.gov mailto:LjubljanaQuotes@state.gov https://www.sam.gov/

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 1 of 60

SF 1449, SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15774300

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19S16026Q0004

6. SOLICITATION ISSUE DATE

January 12, 2026

7. FOR SOLICITATION

INFORMATION CALL

a. NAME

Marijan Kruhar, Procurement Supervisor

b. TELEPHONE NUMBER(No collect calls)

+386-1-200-5620

8. OFFER DUE DATE/ LOCAL

TIME

February 02, 2026 /

10:00 AM

9. ISSUED BY CODE

10. THIS ACQUISITION IS 11. DELIVERY FOR FOB 12. DISCOUNT TERMS

U.S. EMBASSY LJUBLJANA

GENERAL SERVICES OFFICE

PREŠERNOVA 31,

1000 LJUBLJANA, SLOVENIA

UNRESTRICTED

SET ASIDE: % FOR

SMALL BUSINESS

DESTINATION UNLESS

BLOCK IS MARKED

SEE SCHEDULE

HUBZONE SMALL

BUSINESS

13a. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

8(A) 13b. RATING

NAICS:

SIZE STD:

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE

16. ADMINISTERED BY CODE

SEE BLOCK 9 SEE BLOCK 9

17a. CONTRACTOR/ CODE

OFFEROR

FACILITY

CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO.

U.S. EMBASSY LJUBLJANA

FINANCIAL MANAGEMENT OFFICE

PREŠERNOVA 31,

1000 LJUBLJANA, SLOVENIA

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS

BLOCK BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

JANITORIAL SERVICES

(SEE ATTACHED PAGES)

- Base Year of Service (April 1, 2026 – March 31, 2027)

- First Option Year (April 1, 2027 – March 31, 2028)

- Second Option Year (April 1, 2028 – March 31, 2029)

SE

(Use Reverse and/or Attach Additional Sheets as Necessary) 25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 COPY TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29.AWARD OF CONTRACT: REF. _________________ OFFER

DATED _______________. YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH

ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or Print)

HALLEY L. LISUK

31c. DATE SIGNED

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 2 of 60

TABLE OF CONTENTS

SECTION 1 – THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19S16026Q0004, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19S16026Q0004, Schedule of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement, Government

Furnished Property

• Attachment 2, Contractor Certification: NDAA Covered Telecommunications Equipment

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

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 3 of 60

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449,

RFQ NUMBER 19S16026Q0004

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 Ljubljana, Slovenia. 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 fixed price per month for standard services and a fixed rate per square meter for any temporary additional services that have been satisfactorily performed.

The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA insurance directly from any Department of

Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm ]

After contract award and submission of acceptable insurance certificates, the Contracting

Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from start date listed in Notice to Proceed unless the Contractor agrees to an earlier date) on which performance shall start.

NOTE: Projected start date is April 1, 2026

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.

This reflects the contract minimum for the base year and each option period.

Maximum: The amount of all orders shall not 10000 square meters. This reflects the contract maximum for the base year and each option period for temporary/additional services.

The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with 2, one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

NOTE: Projected start date is April 1, 2026

1.1 VALUE ADDED TAX (VAT)

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.

1.2 OFFERS AND PAYMENT IN U.S. DOLLARS

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to pay in U.S. dollars should commit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporate under the laws of a state within the United States. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency (EUR).

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fowcp%2Fdlhwc%2Flscarrier.htm&data=04%7C01%7CMajnaricS%40state.gov%7Ce10595ae578042b1e30608d924e3a7eb%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C637581382466010386%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=43iC6dDhlciuHJ%2FXEv4377lBrHgaWcYnKN1NdjH44nE%3D&reserved=0

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1.3 PRICES

1.3.1 BASE YEAR (Base Term: Twelve (12) Months)

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

Price per Month

(without VAT)

Quantity of Months

Price per Year

VAT

B. Temporary Additional Services:

B.1 Make-Ready Services - LIGHT (see Section 1, paragraph 1.3.5.2 for reference):

Price per Square

Meter, firm fixed

(without VAT)

Estimated Quantity of

Square Meters

Total Make-Ready

Services – LIGHT

(without VAT)

VAT

B.1 Make-Ready Services - FULL (see Section 1, paragraph 1.3.5.3 for reference):

Price per Square

Meter, firm fixed

(without VAT)

Estimated Quantity of

Square Meters

Total Make-Ready

Services – FULL

(without VAT)

C. Base Year Total (A+B1+B2)

1.3.2 FIRST OPTION YEAR (Option Term: Twelve (12) Months)

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

Price per Month

Price per Square

Meter, firm fixed

(without VAT)

Estimated Quantity of

Square Meters

Total Make-Ready

Services – LIGHT

(without VAT)

VAT

B.1 Make-Ready Services - FULL (see Section 1, paragraph 1.3.5.3 for reference):

Price per Square

Meter, firm fixed

(without VAT)

Estimated Quantity of

Square Meters

Total Make-Ready

Services – FULL

(without VAT)

C. First Option Year Total (A+B1+B2)

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 5 of 60

1.3.3 SECOND OPTION YEAR (Option Term: Twelve (12) Months)

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

Price per Month

Price per Square

Meter, firm fixed

(without VAT)

Estimated Quantity of

Square Meters

Total Make-Ready

Services – LIGHT

(without VAT)

VAT

B.1 Make-Ready Services - FULL (see Section 1, paragraph 1.3.5.3 for reference):

Price per Square

Meter, firm fixed

(without VAT)

Estimated Quantity of

Square Meters

Total Make-Ready

Services – FULL

(without VAT)

C. Second Option Year Total (A+B1+B2)

1.3.4. GRAND TOTAL OF BASE AND ALL OPTION YEARS

Base Year Total

First Option Year Total

Second Option Year Total

GRAND TOTAL

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 6 of 60

CONTINUATION TO SF-1449,

RFQ NUMBER 19S16026Q0004

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE OF WORK

The purpose of this fixed price contract is to obtain janitorial services for real property owned or managed by the U.S. Government at U.S. Embassy, Ljubljana, Slovenia. The Contractor shall perform janitorial services in all designated spaces including, but not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators and stairways. The contract will be for a one-year period from the date of the contract award, with one (2) one-year option.

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.

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.

1.2 Duties and Responsibilities

1.2.1 Certain areas listed in paragraph #3 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.

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. Embassy official working hours are Monday to Friday, between 07:00 and 15:00.

Services are not to be provided during weekends or during holidays identified in 652.237-72.

All standard services are to be delivered on regular Embassy working days following schedule:

• Chancery (all spaces): Monday, Wednesday & Friday 07:00 – 15:00

• Chancery (Health Unit, Consular waiting area, CAC and all toilets on ground & first floor): daily, Monday through Friday morning.

• GSO Annex (all spaces): Tuesday & Thursday afternoon

• Marine House (driver room and guard booth only): Tuesday & Thursday afternoon

• CMR (outside toilet and guard booth only): Tuesday & Thursday (or Monday, Wednesday & Friday as determined by contractor and approved by COR.)

• Warehouse (restroom with shower only): 1x per month – First Friday in the month

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 7 of 60

Note: Schedule may be adjusted by COR depending on situational needs with as much notice to Contractor as possible

For 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.

Contractor shall ensure that there are an adequate number of personnel cleared to work at the below locations (minimum 3; regular + substitutes), in case the regular cleaning crew is unavailable.

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 on locations other than locations specified in Locations for Janitorial services (Paragraph 3. of Section 1 – The Schedule, Schedule of Supplies/Services, Block 20, Description /Specifications/Work Statement).

These services shall include but are not limited to the make-ready services (see Section 1, paragraph 1.3.6 for reference) of U.S. Government Owned or Leased Residential or Non-

Residential Property. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in this contract. The COR shall order these services on a 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 additional temporary 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 Types of Services

Standard Services shall include but are not limited to services described in paragraphs 1.3.1 through 1.3.5. Temporary/Additional Services shall include but are not limited to services described in paragraph 1.3.6.

Standard Services shall include the following work:

1.3.1 General 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. 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. Frequency: as needed.

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

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 8 of 60 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. Frequency: as needed.

1.3.1.4 Thorough daily cleaning of toilets, bathrooms, mirrors, and shower facilities, using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall refill 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.

1.3.1.5 Emptying daily all trash cans in serviced areas (will vary by day) with emphasis on recycling, emptying ashtrays and washing or wiping them clean with damp cloth, replacing plastic wastepaper basket linings and returning items where they were located. Removing, recycling, and sorting trash to designated areas according to the COR instruction and keeping trash area in a reasonably clean condition. Recycling and disposing waste are a US Embassy

Ljubljana priority.

1.3.1.6 Cleaning as needed sink, kitchen furniture and appliances. The Contractor shall clean the items with 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.

Frequency: as needed.

1.3.1.8 Special hygiene requirements:

• The cleaning crew should not enter Embassy premises if he/she does not feel well

(experiencing cold symptoms: fever: chills, sore throat).

• Cleaning crew shall wipe down and sanitize high-touch surfaces (doorknobs, railings, elevator controls and other high-touch spots) several times during each workday

• Cleaning crew shall use color-coded cleaning cloths for different surfaces as follows:

o Blue cloth: Workspace area o Green cloth: Bathroom sinks, tiles, and high-touch spots o Red cloth: Toilets o Yellow cloth: Kitchen o White cloth: Floors

• The color-coded cleaning cloths will be provided by USG. The color-coded cleaning cloths are to be washed daily using the washer and dryer that were installed by USG in the Chancery ground floor restroom. All cloths need to be washed daily on at least

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 9 of 60

60 degrees Celsius; red and white cleaning cloths shall be washed separately from the other cloths. Supplies for washer and dryer will be provided by USG.

1.3.2 Periodic Cleaning Requirements shall consist of:

1.3.2.1 Polishing all brass 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 Pressure cleaning front and back staircases during appropriate climatic and water conditions

1.3.2.10 Wash/dry dirty kitchen cloths when necessary

1.3.3 Monthly Cleaning Requirements shall consist of:

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

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

1.3.3.3 Cleaning inside window glass and sash of smudges and accumulated dirt.

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

1.3.4 Annual Cleaning Requirements shall only be completed at the Chancery (Basement, Ground Floor & First Floor only) and at the GSO Annex and shall consist of:

1.3.4.1 Washing in and outside of the windows. When completed the windows shall be free of smudges, lint, or streaks from the surfaces.

1.3.4.2 Washing window blinds.

1.3.4.3 Shampooing carpets in all areas.

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

1.3.4.5 Cleaning and sanitizing the trash holding area.

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

1.3.4.7. 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, lamps and other common things found in an office environment. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

1.3.4.8. Thorough cleaning of toilets, bathrooms, mirrors, and shower facilities, using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges.

1.3.5 Make-Ready Services shall consist of:

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Make-Ready Services are services that are defined as Standard Services but are normally required on locations other than locations specified in Locations for Janitorial services

(Paragraph 3. of Section 1 – The Schedule, Schedule of Supplies/Services, Block 20, Description /Specifications/Work Statement). These services are usually required in reference with general cleaning of U.S. Government Owned or Leased Residential or Non-Residential

Property. Each Make-Ready Service shall be billed independently of overall contract costs, but contractor should provide consistent rates based on SOW.

1.3.5.1. Make ready services shall be completed within the following completion times:

- Make-Ready Services (LIGHT): maximum 1 days per location

- Make ready Services (FULL): maximum 4 days per location

1.3.5.2 Make-Ready Services (LIGHT) shall consist of but are not limited to:

• Mopping of all floors.

• Vacuuming of all carpets.

• Dusting of all furniture, closets, and cabinets (inside & out).

• Dusting and wiping of all kitchen and bathroom surfaces (counters)

• The contractor shall also, at its own expense, dispose of all waste (up to 2m3) accumulated during its services.

1.3.5.3 Make ready Services (FULL) shall consist of but are not limited to:

• Cleaning of all sinks, showers, and other porcelain surfaces, mirrors, tile surfaces, fixtures, and installed appliances in bathrooms, kitchens, and all other areas including living rooms, bedrooms, hallways, stairwells, and storage rooms.

• Taking down all curtains, washing and ironing, then re-hanging.

• Vacuuming and extraction-deep cleaning all carpets.

• Vacuuming, extraction-deep cleaning of all soft furniture.

• Make sure that all furniture is free of Pet hair

• Mopping all floors, including under carpets and under installed appliances that can be easily moved.

• Dusting of all furniture, closets, and cabinets (inside & out).

• Polishing all wood surfaces on cabinets and furniture.

• Polishing fixtures.

• Cleaning all windows and window frames and windows blinds

• Cleaning all balconies and other private outside areas

• Dryers and washers, cleaning all filters and soap dispensers, as well as cleaning underneath the washers and dryers.

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 11 of 60

• Cleaning outside and inside of the oven and all other appliances (for example:

microwaves, refrigerators, freezers etc.).

• Cleaning all light fixtures inside and out (removing any light fixture covers, cleaning the cover and reinstalling it)

• Emptying all trash bins (both interior and exterior of residence)

• Including but not limited to mowing the lawn and trimming vines, branches, etc.

where applicable (separate line in a quote)

• Cleaning awnings where applicable (separate line in a quote)

• Power washing in front of the house and fence (separate line in a quote)

The contractor shall also, at its own expense, dispose of all waste (up to 2m3) accumulated during its services.

2.0 MANAGEMENT AND SUPERVISION

2.1 The Contractor shall designate a representative who shall always be responsible for on-site supervision of the Contractor’s workforce. 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 sufficient English language skill 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. 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.

2.4 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.

3.0 LOCATIONS FOR JANITORIAL SERVICES

Embassy official working hours are Monday to Friday, between 07:00 and 15:00. Services are not to be provided during weekends or during holidays identified in 652.237-72.

All standard services are to be delivered on regular Embassy working days following schedule:

• Chancery (all spaces): Monday, Wednesday & Friday 07:00 – 15:00

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• Chancery (Health Unit, Consular waiting area, CAC and all toilets on ground & first floor): daily, Monday through Friday morning.

• GSO Annex (all spaces): Tuesday & Thursday afternoon

• Marine House (driver room and guard booth only): Tuesday & Thursday afternoon

• CMR (outside toilet and guard booth only): Tuesday & Thursday (or Monday, Wednesday & Friday as determined by contractor and approved by COR.)

• Warehouse (restroom with shower only): 1x per month – First Friday in the month

Note: Schedule may be adjusted by COR depending on situational needs with as much notice to Contractor as possible

For 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.

Contractor shall ensure that there are an adequate number of personnel cleared to work at the below locations (minimum 3; regular + substitutes), in case the regular cleaning crew is unavailable.

3.1 BUILDING 1 (CHANCERY BUILDING, Prešernova 31, Ljubljana)

Location Name/Floor Est. Area Special Location Instructions

BASEMENT

Offices 154 sq. m.

Cleaning schedule:

- Monday, Wednesday & Friday, 07:00–15:00 Corridor 72 sq. m.

Basement Subtotal 226 sq. m.

GROUND FLOOR

Lobby 45 sq. m. Cleaning schedule:

- 3 toilets & Consular waiting area:

daily, Monday through Friday morning.

- All other spaces: Monday, Wednesday & Friday, 07:00–15:00

Waiting Area 20 sq. m

Offices 169 sq. m.

Corridor 72 sq. m

Rest Rooms (3 ea.) 13 sq. m.

Ground Floor Subtotal 319 sq. m.

FIRST FLOOR

Offices 225 sq. m Cleaning schedule:

- 2 toilets & Health Unit: daily, Monday through Friday morning.

- All other spaces: Monday, Wednesday & Friday 07:00–15:00

Corridor 72 sq. m

Multipurpose Room 32 sq. m.

Rest Rooms (2ea) 9 sq. m

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First Floor Subtotal 338 sq. m.

SECOND FLOOR

Offices 247 sq. m Cleaning schedule:

- twice per week (Note: To be performed with a cleared American escort on the request during normal working hours within work week)

Corridor 72 sq. m

Rest Rooms (3ea) 13 sq. m.

Second Floor Subtotal 332 sq. m.

THIRD FLOOR

Offices 55 sq. m Cleaning schedule:

- twice per week (Note: To be performed with a cleared American escort on the request during normal working hours within work week)

Corridor 30 sq. m

Rest Room (1ea) 4 sq. m

Rest Rooms (2ea) 7 sq. m

Third Floor Subtotal 96 sq. m.

OTHER AREAS

Annex (rear) Staircase 68 sq. m Cleaning schedule:

- CAC: daily, Monday through

Friday morning.

- All other spaces: Monday, Wednesday & Friday, 07:00 – 15:00

Glass surfaces on the Chancery back stairwell should not be cleaned beyond normal reach.

Central Staircase 78 sq. m.

Elevator 4 sq. m.

Front Entrance Balcony 9 sq. m

Front Entrance Stairs 4 sq. m.

Chancery Access

Container (CAC) 29 sq. m.

Other Areas Subtotal 202 sq. m.

TOTAL BUILDING 1 1,513 sq. m.

3.2 BUILDING 2 (GSO ANNEX, Vilharjeva 46/II, Ljubljana)

Offices w/corridors 230 sq. m. Cleaning schedule:

- Tuesday & Thursday afternoon Kitchenette 9 sq. m.

Rest Rooms 11 sq. m

CAC 16 sq. m.

TOTAL BUILDING 2 266 sq. m

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3.3 BUILDING 3 (MARINE HOUSE, Puharjeva 10, Ljubljana)

Driver’s Room 7 sq. m Cleaning schedule:

- Tuesday & Thursday afternoon Rest Room 2 sq. m.

Corridor 2 sq. m.

Guard Booth 4 sq. m.

TOTAL BUILDING 3 15 sq. m

3.4 BUILDING 4 (CMR, Cesta 27.aprila 61, Ljubljana)

Guard Booth 2 sq. m. Cleaning schedule:

- Tuesday & Thursday (or Monday, Wednesday, Friday as determined by contractor and approved by COR.)

Rest Room (behind the garage) 2 sq. m.

TOTAL BUILDING 4 4 sq. m

3.5 BUILDING 5 (WAREHOUSE, Pot k izviru 15, Ljubljana)

Restroom with shower 4 sq. m. Cleaning schedule:

- To be performed once per month

(First Friday in the month)

TOTAL BUILDING 5 4 sq. m.

3.6 TOTAL AREA (Buildings 1 - 5): 1,802 sq. m.

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

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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).

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, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract.

The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the

Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the

Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

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

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 16 of 60 checks on these individuals. It is anticipated that security checks will take 15-20 days to perform. For each individual the list shall include:

• Full Name

• Place and Date of Birth

• Current Address

• Copy of Slovene ID card or Passport

• Copy of criminal record from Slovene Ministry of Justice (“Potrdilo o nekaznovanju izdano s strani Misitrstva za pravosodje RS”)

• Embassy provided form OF -174

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

The Contractor shall provide all necessary janitorial supplies and equipment, including mops, brooms, dust rags, detergents, cleaners, etc. to perform the work identified in this contract.

6.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

6.1 The Contractor has the option to reject any or all Government furnished property or items (see Attachment 1 - GOVERNMENT FURNISHED PROPERTY). However, if rejected, the Contractor shall provide all necessary property, equipment or items, adequate in quantity and suitable for the intended purpose, to perform all work and provide all services at no additional cost to the Government. All Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of

Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract. The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to Contractor negligence.

6.2 The Contractor shall maintain written records of work performed, and report the need for major repair, replacement, and other capital rehabilitation work for Government property in its control.

6.3 The Contractor shall physically inventory all Government property in its possession.

Physical inventories consist of sighting, tagging, or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract.

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7.0 INSURANCE

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

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

7.2.1. Bodily Injury stated in U.S. Dollars:

Per Occurrence $50,000.00

Cumulative $100,000.00

7.2.2. Property Damage stated in U.S. Dollars:

Per Occurrence $50,000.00

Cumulative $100,000.00

7.3 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.

7.3.1 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.

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

7.3.2.1 Any property of the Contractor,

7.3.2.2 Its officers, agents, servants, employees, or any other person arising from an incident to the Contractor's performance of this contract.

7.4 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.

7.5 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.

7.6 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.

7.7 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.

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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 by the Contracting Officer.

8.2 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.

9.0. TRANSITION PLAN

Within 10 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.

10. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery To Date

1.1 General Instructions 1 COR 30 days after award

1.2.2 Schedules 1 COR Weekly

4.4.1 List of Personnel 1 COR 10 days after award

7.0 Evidence of Insurance 1 COR 10 days after award

8.0 Licenses and Permits 1 COR Date of award

9.0 Transition Plan 1 COR 10 days after award

11. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

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 Scope of Work Para Performance Threshold

Services.

1 through 10

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 19 of 60

Performs all janitorial services set forth in the scope of work.

All required services are performed and no more than one

(1) customer complaint is received per month.

11.1 Surveillance: The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

11.2 Standard: The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

11.3 Procedures:

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

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

(c) If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

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

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

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

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ATTACHMENT 1

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

GOVERNMENT FURNISHED PROPERTY

The Government shall make the following property available to the Contractor as

"Government furnished property" under the contract:

• Washer (see 1.3.1.8 for reference)

• Dryer (see 1.3.1.8 for reference)

• Washer and dryer supplies (see 1.3.1.8 for reference)

• Color-coded cleaning cloths (see 1.3.1.8 for reference)

• Toilet supplies and accessories (to be delivered when needed; Cleaning crew is responsible for notifying the COR when the supplies are low)

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SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (NOV

2023) IS INCORPORATED BY REFERENCE. (SEE SF-1449, BLOCK 27A)

None

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive

Orders—Commercial Products and Commercial Services (JAN 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or

Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further

Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-

91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar

2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting

Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun

2020), with Alternate I (Nov 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov

2021) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment

Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the

American Recovery and Reinvestment Act of 2009.)

__ (4) 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) ( 41 U.S.C. 4712);

this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

✓ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun

2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (6) [Reserved].

https://www.acquisition.gov/far/52.203-19#FAR_52_203_19 https://www.acquisition.gov/far/52.204-23#FAR_52_204_23 https://www.acquisition.gov/far/52.204-25#FAR_52_204_25 https://www.acquisition.gov/far/52.209-10#FAR_52_209_10 https://www.acquisition.gov/far/52.232-40#FAR_52_232_40 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section3903&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title10-section3801&num=0&edition=prelim https://www.acquisition.gov/far/52.233-3#FAR_52_233_3 https://www.acquisition.gov/far/52.233-4#FAR_52_233_4 https://www.acquisition.gov/far/52.203-6#FAR_52_203_6 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title10-section4655&num=0&edition=prelim https://www.acquisition.gov/far/52.203-13#FAR_52_203_13 https://www.acquisition.gov/far/52.203-15#FAR_52_203_15 https://www.acquisition.gov/far/52.203-17#FAR_52_203_17 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title41-section4712&num=0&edition=prelim https://www.acquisition.gov/far/3.900#FAR_3_900 https://www.acquisition.gov/far/52.204-10#FAR_52_204_10 http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section6101&num=0&edition=prelim

RFQ 19S16026Q0004, Janitorial Services for US Embassy Ljubljana, Slovenia Page 22 of 60

__ (7) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery

Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

✓ (9) 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328).

__ (10) 52.204-28,…