SOW_Janitorial_Florence_2015.docx

CONSULATE OF THE UNITED STATES OF AMERICA

Lungarno Vespucci, 38 Florence ITALY

CLEANING SERVICES

FOR OFFICES and GOVERNMENT OWNED and LEASED RESIDENCES

Exhibit A

TECHNICAL SPECIFICATIONS

INDEX

Page

1. OBJECT OF CONTRACT 3

2. CONSISTENCY and LOCATIONS 3

3. WORK STATEMENT & DUTY RESPONSIBILITIES 8

4. TYPE OF TASK REQUESTS 6

5. FREQUENCY OF TASKS 13

7. INVOICING 28

1.0 OBJECT OF CONTRACT

1.1 General

The Consulate of the United States of America, in Florence requires cleaning services within U.S. Government owned properties in Florence: Chancery and Annex buildings.

The Contractor shall carry out standard cleaning services and shall provide labor and equipment for additional services.

The additional services can be requested for prolonged periods of time in order to satisfy requirements arising from special situations in the Mission (see Chapter 3, para. 3 Temporary Additional Services). Additional services could also be carried out at properties that are not included among those listed under the heading "STANDARD SERVICES" of the contract.

The Contractor shall supply all skilled and unskilled labor, materials and equipment, transportation, supervision, administrative and management supervision as well as any technical expertise necessary to carry out all the required services described in this contract. Furthermore, the contractor shall designate one of its personnel as the coordinator of its workforce assigned to do work within the Consulate, who will also act as liaison between the Contractor and the Embassy. He/She must have fluent written and oral English

Subject to availability, the company will be assigned an office space with a telephone for internal calls.

Maximum attention is required for the safety of personnel at work on the site. The workers shall operate in compliance with standard safety codes. In view of the fact that the premises consist of office buildings and residential apartments, temporary safety awareness and protection measures towards third parties shall be installed with care and attention.

2.0 CONSISTENCY and LOCATIONS

The attached tables shows the office locations and detailed measurements of floors. Contractor must indicate the minimum char force employed for each location taking into consideration the consistency and frequency of the services required.

LOCATIONS FOR JANITORIAL SERVICES

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

Palazzo Canevaro ( Main Building )

Outside Areas

Escort Necessary

Outside areas used by the public

Basement :

Ground floor:

Entrance\Lobby

Offices

Public areas

Vault

Escort necessary

Including rugs

Mezanine floor:

Offices

Piano Nobile

Offices

Public areas

Balconies

Around building

Annex Building

Basement

Ground floor:

Entrance\Lobby

Offices

Kitchen

GYM

Including rug

Including rug

Consistency Bathrooms

Chancery Ground floor

Chancery First floor

Annex Ground floor

TOTAL

EQUIPMENT ROOMS

LOCATION and/or BUILDING

Chancery

Annex Building

CONTAINERS FOR RECYCLED MATERIAL

Paper

Glass/Plastic/Aluminum

Battery

Cartridge

Lightbulb

3.0 WORK STATEMENT

3.1 WORK STATEMENT. The Contractor shall provide Janitorial services as described for the United States of America, in Florence to all designated spaces including, but not limited to, halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevator, stairways, and common areas.

The Contractor shall provide 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. Performance requirements for required work items are defined below.

The Contractor shall provide a qualified work force meeting the requirements in the paragraphs below. The work force shall be able to provide the services in accordance with the Consulate’s work hours

3.2 ROUTINE JANITORIAL SERVICES. The routine janitorial services must be scheduled daily from : Monday through Friday, from 08:30 a.m. to 5:30 p.m. (minimum one person is required to be on site during those hours) Schedule for classified areas will be defined with COR, still within the mentioned timeframe.

3.3 Temporary Additional Services are services that are defined as Standard Services but are needed to cover special circumstances caused either by a special U.S. Mission function requiring extra effort and not anticipated in the schedule of work. An order for these services may require any of the standard services as specified in Chapter 4. Performance will be paid at unit prices or regular duty hour rates except if this work involves the use of overtime or premium pay for hours outside those specified for in Italian law i.e. 10:00 p.m. to 6:00 a.m. The COR may require the contractor to provide temporary additional services, with 24 hour advance notice

3.4 SUPPLY OF PRODUCTS AND TOOLS. During the bidding phase the Contractor shall submit a list of products describing the chemical composition of the products it intends to use, complete with approval released by the Ministry of Health proving that the product is certified for use. (special product for the health unit area must be approved by COR)

3.5 MATERIALS INCLUDED IN THE CLEANING SERVICE.

The Contractor should be responsible for supplying all the materials and equipment necessary for carrying out the scheduled services. Such items include, but are not limited to: uniforms, personnel equipment, tools, cloths, detergents, plastic liners, urinal deodorant tablets, polishes and any other items required for the performance of duties under this contract.

Paper towels, toilet paper, paper toilet covers and soap, should be of high quality and must be approved by COR, supplied by the contractor and distributed by the contractor’s personnel Quantities will be calculated per day as follows:

Consulate compound 15 Employees 15 Local guards 60 Visitors

Annex 6 Emplyees 20 Kitchen and Gym users

Door mats for all the entrances which should keep cleaned and replaced every month.

4.0 TYPE OF TASK REQUESTS

4.1 THE STANDARD SERVICES SHALL INCLUDE:

· Sweeping all floor areas, including damp mopping of areas such as tiles, 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. During inclement weather, the frequency of sweeping and mopping may be higher than once a day. 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.

· Dusting and cleaning all furniture including radiators, desks, chairs, credenzas, computer tables, bookshelves, coat racks, maps, telephones, Computer equipment using vacuum cleaner, lamps and other common things found in the office environment. All furniture shall be free of dust, dirt, and sticky surfaces areas.

· Vacuuming of wall-to-wall carpet, rugs, runners and carpet protectors so that they are free from dust, dirt, mud, etc. The contractor shall use a heavy duty industrial type vacuum cleaner to ensure adequate cleaning. When completed, the areas 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 their original position.

· 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. Replacement of paper towels, toilet paper and soap in all bath rooms shall be performed. Those areas utilized by the public, indicated in Chapter 5: FREQUENCY OF TASKS, shall be checked more than once a day.

· Emptying of all wastepaper baskets, recycled material containers, ashtrays, and washing or wiping them clean with a damp cloth, replacing plastic wastepaper and container linings, and returning items to their original position.

· Cleaning of glasses, cups, and coffee services in conference facilities and staff rest area. The items shall be cleaned in hot soapy water and rinsed, dried and polished so that a presentable appearance is maintained.

· Removing any grease marks or fingerprints from the walls, doors, windows, glass partitions, reception booths; etc. This cleaning shall be done using an ammonia-based window cleaner and lint free cloths or paper towels.

· Removing normal trash and recycled trash in the appropriate container to designated areas as directed by the COR, and keeping trash area cleaned, checking that all the material has been stored in proper spaces

· Sweeping driveway and garage area using a mechanical powered suitable for the task.

· Polishing brass surfaces including door and window handles, plaques etc.

· Dusting tops of tall furniture, picture frames and other items covered in daily dust.

· Spot cleaning baseboards and walls.

· Spot waxing and polishing floors as described in Chapter 5: FREQUENCY OF TASKS.

· Shampooing small areas, as needed, (in addition to the twice a year schedule).

· Dusting window sills, blinds, shutters, grills, etc., as described in Chapter 5: FREQUENCY OF TASKS.

· Sweeping, washing terraces, courtyards, balconies etc.

· Wiping window panes, and glass surfaces. The window surfaces shall be free of smudges, lint, or streaks.

· Shampooing the entire surface of carpets as described in Chapter 5: FREQUENCY OF TASKS.

· Stripping old wax polish and completely re-applying new wax polish.

· Cleaning all crystal 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.

· Cleaning kitchen appliances as described in Chapter 5: FREQUENCY OF TASKS.

· Cleaning rain drainage on balconies, etc..

· Cleaning all gym equipment

· Check and clean all the conference and training rooms before and after events

· Empty trash containers located around the parking/garden areas of the compound, removing and transporting all trash bags including all types of empty boxes to the main collection point.

· Removal of trash accumulated in all areas, and transporting all trash bags including all empty boxes to the main collection points in the Consulate compound.

· Empty all outdoor ashtrays, wash or wipe clean with a damp cloth, and replace them in their original position.

4.2. TEMPORARY ADDITIONAL SERVICES. The Contractor shall provide additional services in order to cover special circumstances or to clean Government owned and leased apartments when requested by the Contracting Officer’s Representative through a written delivery order.

The additional services shall be in addition to the standard services, and if required by a written delivery order shall be priced at the unit prices established in the contractor’s scheme cost.

4.2.1. Regular Tasks to be performed in Government owned and temporarily leased apartments

· wash and/or mop all types of floors.

· vacuum carpet.

· wax marble floor and/or floor tiles.

· clean entire rest rooms including wall tiles, bathtub, accessories etc. .

· wash inside and outside base and wall kitchen cabinets and tops including kitchen hoods.

· clean inside and outside washing machines, dryers, gas ranges and refrigerators.

· dust furniture and book shelves including built-in closets, if any.

· polish door and window handles.

· wash and/or dust rolling and/or wooden shutters.

· wash window glass panes and window sills.

· wash radiators.

· wash and/or sweep of terraces and/or balconies.

· clean crystal chandeliers, if any, and/or light fixtures.

· Move furniture and replace in the same place, after cleaning is completed.

· Polish and wax parquet floor

· Removal and disposal to the public dump, the trash left in the apartment within 1 cbm of limit

Additional Tasks to be performed on demand

· shampoo carpet.

· chemical polishing of marble floor

· wash storage room area by removal of stored furniture “if any”.

· clean and wax treatment of the fired brick floor tiles.

· Wash curtains: assemble and disassemble included

· Smooth parquet floors with planning machine including sanding and polishing, dusting and plastering with high resistance, classic putty of the boards eventually splitting up, then, varnishing with a bright polyurethane bi-component paint, three coats of synthetic resins, including all expenses for the perfect execution of the work. It will be the contractor’s responsibility to move furniture to adjacent rooms if necessary.

· Smoothen varnish finishing and semi-lacquering of wooden floor

· Powerwash of garden and garage area.

· Removal of dead plants , soil, pots and other trash material from terraces and/or balconies and transport them to the public dump

· Removal of multitrash material from Cantinas including transportation to the public dump Removal of multitrash material from Garages including transportation to the public dump

· Movers assistance in junction with events held at Consulate and\or relocation of an existing office.

5.0 FREQUENCY OF TASKS

The service required consists of performing the tasks with the following frequencies: daily, twice a week, weekly, once every two weeks, once a month, once every two months, once every three months, twice a year, and once a year as specified hereunder:

5.1 Chancery and Annex building

5.1.1 Daily basis

· Empty all wastebaskets, replacing the plastic liners, and returning to original location.

· Empty all recycled material containers, replacing the plastic liners, and returning to original position.

· Empty all outside ashtrays, wash or wipe clean with a damp cloth, and replace them in their original position.

· Dust/mop marble, tiled, linoleum and parquet floors in the offices and corridors, so that floors are free from dust, mud, footprints, liquid spills and debris.

· Wash/mop Metronotte guard booths and security coordinator office

· Remove any grease marks or fingerprints from walls, doors, door frames, etc. This cleaning shall be done using an ammonia-based window cleaner and lint free cloth or paper towels.

· Wash glass surfaces of public windows at Metronotte guard booths, consulate visa offices, including glass doors and glass partitions.

· Washing trays, glasses, cups, coffee maker and wooden shelves in the staff area

· Thoroughly clean toilets, rest rooms and shower facilities, using suitable non-abrasive cleaners, chemical solutions, disinfectants, and/or deodorizers, do not use acid and/or other corrosive materials, to ensure that surfaces are clean and free of grime, soap scum, mold, fingerprints or smudges, and that sanitary conditions are ensured.

· Replace paper towels and toilet paper in all rest rooms, ensuring that there is enough to last 24 hours.

· Clean inside the kitchen including dust and wash mop floor, kitchen sink and furnitures, empty trash containers and replace liners.

· Remove trash accumulated in all areas, and transporting all trash bags including all types of empty boxes to street containers.

· Clean inside elevators.

· Sweep entrances .

· Clean the exercise and aerobics room to include wiping exercise mats and benches, dusting equipment etc. and spraying with room deodorizer.

5.1.2 Every Two Days

· Dust and clean all furniture, including desks, chairs, credenzas, computers, bookshelves, coffee tables, conference tables, coat racks, telephones, computers, table lamps, safes, file cabinets, etc. to ensure that all pieces are free of dust and dirt

· Vacuum carpets, runners, and/or rugs ( Including Main Staircase) , by moving items easily movable such as: chairs, armchairs, trash receptacles, coat-racks, couches etc. When completed, the area shall be free of all litter, lint, loose soil and debris. All the items shall be replaced in their original location.

· Empty trash containers located around the parking/garden areas of the Consulate compound and ancillary buildings, and transporting all trash bags including all empty boxes to the main collection points located in the public streets around the Consulate.

5.1.3 Once a Week

Wash and sweep and dust all staircases and railings

· Wash plastic, wooden and metal garden furniture.

· Remove leaves and/or other material from rain water drainage system grates in the Consulate.

· Wash and dust guard booths. Clean and wash windows, glass panes and glass surface in all the Guard and Police booths..

· Sweep all the exterior areas delimited by barriers.

5.1.4 Once a Month

· Sweep roof terrace and clean all drainage grids.

· Sweep all the courtyards and clean drainage grids.

· Remove leaves, clean surface and drainage of the guard booth roof at main entrance.

· Deep cleaning of the GYM Facilities including dressing rooms, all equipments, light fixtures, ductworks.

· Clean and wash all the windows at ground floor Chancery and Annex and Piano Nobile, Chancery.

· Mop two back staircases in chancery building.

· Wash driveway and garage area.

· Wash and sweep the balconies of the Chancery,

· Sweep amd wash with high pressure machine the garages

5.1.4 Once Every Two Months

· Polish marble, parquet and ceramic floors using an electric floor polisher and suitable polish.

· Wash window panes inside and outside, and all glass surfaces.

· Dust all pictures, maps, books, mountings, ceilings, and walls.

Dust and wash with appropriate spray detergent all pictures, maps, books, mountings, ceilings, and walls in the Chancery and Annex offices and on Piano Nobile

· Clean leather furniture with appropriate leather cleaning products.

5.1.5 Once Every three Months

5.1.6 Once Every Six Months

· Shampoo runners of staircases.

· Clean ceiling light fixtures and floor lamps in all offices, corridors , bathrooms .

· Polish door and window brass handles and plaques.

· Wash all curtains on ground floor Chancery and Annex

· Replace n. 5 door mats (size 300 x 80 cm ) in the various building entrances throughout the Consulate compound:

· Chemical polishing of all linoleum floors

· Dust stucco ornamentations on walls, located in the grand staircase, and Piano Nobile. This shall be performed using only a feather-duster up to the maximum reachable height.

5.1.7 Once a year

· Wash/dust all wood shutters

· Chemical polishing of marble floor in the lobbies of Chancery

· Clean ceiling light fixtures on Grand staircase

· Clean chandeliers on the 1st floor Chancery.

· Wash curtains on 1st floor Chancery

5.1.8 TASKS TO BE PERFORMED ON DEMAND

· Moving furniture and cleaning after events. Estimated two events per month

· Wash curtains, assemble and disassemble included

· Lacquer parquet floor, by: smoothing with planning machine including sanding, dusting and plastering with high resistance and classic putty of the boards eventually splitting up, then, varnishing with a bright polyurethane bicomponent paint, making with synthetic resins for three coats, including every burdens for the perfect execution of the work. The eventual move of any furniture to the adjacent room is entirely charged to the contractor.

· Chemical polishing of marble floor

· Polish and relative treatment for the fire brick floor tiles.

· Deep cleaning of residences after renovations. Estimated one apartment once every two year (250sqm), two apartments every three years (250sqm + 450sqm).

6.0 LEED SPECIFICATIONS – CONTRACTOR’S DUTIES AND OBLIGATIONS

This section outlines the duties and obligations of the cleaning CONTRACTOR, particularly in reference to the compliance of LEED for Existing Building – Operations & Maintenance v.2009.

6.1.1 Acronyms and abbreviations

6.1.2 LEED® Protocol

LEED® “Leadership in Energy and Environmental Design” is a certification system of buildings that was founded on a voluntary basis, and whose purpose is to promote and develop the sustainability, through a global approach, giving recognition for virtuous performance in key areas from the social, environmental and health points of view. The LEED® standards indicate the requisites to design, build and operate offices, both from the energy point of view and the point of view of consumption of all the environmental resources involved in the process of design, implementation and maintenance. The certification system of the LEED® buildings allows the evaluation of the strategy that optimizes the relationship between the building and surrounding environment (for more information consult the website www.usgbc.org).

6.2.1 LEED Certification goals

The US Embassy intends to ensure that the activities connected with the performance of the cleaning services of this contract are in compliance with the LEED® EB: O&M protocol requirements, so as to facilitate the start of the certification process.

Therefore, it is requested that as soon as the contract is signed the cleaning CONTRACTOR start a series of operations, described hereunder, that are related to ensuring that all work is in compliance to the LEED® EB:O&M certification system.

6.2.2 LEED Rating System

The LEED® rating systems is structured in 7 sections:

SS

Sustainable Site

WE

Water Efficiency

EA

Energy & Atmosphere

IEQ

Indoor Environmental Quality

ID

Innovation in Operation

RP

Regional Priority

Each area is made up of a variable number of obligatory prerequisites and optional credits. The prerequisites of each section are obligatory in order that the entire building can be certified, while the credits are chosen according to the characteristics of the project. The level of achievable certification will derive from the sum of the credit points. If only one pre-requisite remains unfulfilled, the LEED® certification will not be achievable.

6.2.3 Certification Process

The certification process is based on the fulfillment of the criteria contained in the LEED 2009 Manual for Existing Building Operation & Maintenance (hereinafter defined LEED Manual. In order to purchase the LEED Manual and for further research and resources, refer to the website www.usgbc.org.

6.2.4 Contractor’s General Duties and Obligations

The fulfillment of the CONTRACTOR’s general Duties and Obligations towards the cleaning services described hereunder, is to be considered the object of implementation at the start of the cleaning services, even in the event that the US Embassy does not intend to pursue the LEED® EB:O&M certification.

6.3.1 Applicable documents

The CONTRACTOR shall guarantee that the specifications relating to the LEED Prerequisites/Credits, described hereunder, are accomplished extensively and shall implement what is reported in the present LEED SPECIFICATIONS that constitute an integral part of the CONTRACT for cleaning services.

The activities and documents to be produced are defined specifically in paragraph 4 “CONTRACTOR’s specific LEED Duties and Obligations”, reported hereunder. These are at the expense of the cleaning services CONTRACTOR and already included in the total cost of the work included in the contract.

6.3.2 LEED Manual

The CONTRACTOR shall refer to the information contained in the LEED Manual in order to pursue the Prerequisites and Credits listed in paragraph 4.1 “Prerequisites and Credits object of the present specifications”.

6.3.3 Person responsible for LEED

The CONTRACTOR is required to identify a manager for the activities for which it is responsible, related to the LEED certification (hereinafter called “LEED Manager”) who will be able to carry out the activities required for the attainment for the Prerequisites and Credits of their pertinence, to communicate on LEED activities with the representatives of the U.S. Embassy Rome to draw up plans, reports, etc. required by the LEED Manual for the Prerequisites and Credits identified in paragraph 4.1 of this document. The LEED Manager must be appointed even if the Embassy decides not to pursue the LEED® EB:O&M certification. If the LEED® EB:O&M certification process is initiated, the Contactor’s LEED Manager shall attend all the coordination, analysis and organizational meetings that the Embassy and/or the LEED AP intend to promote in relation to the Certification.

If the certification process is initiated, the LEED Manager shall take care of filling in the FORMS and drawing up the documents necessary to demonstrate the conformity to the Prerequisites/Credits for which the cleaning CONTRACTOR is responsible, that are listed in paragraph 4.1 of this document.

It is essential that the Contractor’s LEED Manager (who could be an external consultant) has the LEED AP certification and has carried out this role in at least one project that has obtained certification.

6.3.4 Notification LEED Manager

Nomination of a LEED Manager shall be notified in writing to the U.S. Embassy - Rome within 15 days of the contract signature.

6.3.5 Planning LEED Activities

Within 30 days of the contract signature the CONTRACTOR shall deliver the planning proposal of the LEED activities connected to the Prerequisites/Credits listed in paragraph 4.1 to the U.S. Embassy Rome. This proposal shall be subdivided by areas (Energy and Atmosphere, Indoor environment quality, etc.). This proposal shall concern the scheduling of the subject activities for 12 months of the year, with evidence of the activity to be carried out and the documents to be submitted.

6.3.6 Periodic Report of LEED Activities

Starting from the date of work commencement, the CONTRACTOR shall submit, on a quarterly basis, a concise report to the Embassy’s Facility Manager, describing the LEED activities planned for the previous month, the implementation status of the same, any criticisms that emerged and shall attach any LEED documentation produced and/or acquired.

6.3.7 LEED Documents

The CONTRACTOR is responsible for collecting and preparing the documents that are necessary for submitting the Prerequisites and Credits within its competence. The CONTRACTOR shall fill in the relative forms and draw up the documentation the needs to be attached.

The main documents are listed for convenience in the table in paragraph 26.4, “CONTRACTOR’s Specific Duties and Obligations”. In any case, when preparing the documents the CONTRACTOR shall follow the requirements set out in the LEED forms online and in the Manual.

6.3.8 LEED Document Language

The CONTRACTOR shall draw up all the documentation both in Italian and in English.

The CONTRACTOR shall prepare the Forms and all the attachments and documents required, in English, for the Prerequisites and Credits to be submitted to the Review and he shall load them on the Leedonline website. The final documents loaded on the LEED online shall be submitted to the Embassy’s LEED AP on a computer support.

6.4 CONTRACTOR’s Specific Duties and Obligations

The following table shows the LEED Prerequisites/Credits that the CONTRACTOR will be responsible for, from the moment of signing the contract and that he shall pursue regardless of the startup of the LEED® EB:O&M certification process.

6.4.1 Prerequisites and Credits object of these specifications

The Prerequisites and Credits that are the sole responsibility of the CONTRACTOR are listed hereunder, indicating the minimum points required.

The following tables indicates the duties and obligations that the CONTRACTOR undertakes to uphold, deeming them included in the contract amount, for the pursuit of the LEED Prerequisites and Credits of this document, for which the CONTRACTOR must carry out specific duties under the coordination of its LEED Manager.

Products and Materials

The following are listed for each of the above Credits and Prerequisites

· In one column the CONTRACTOR’s specific duties and obligations

· In another column the specific documentation that the CONTRACTOR is required to produce.

The list does not need to be fully complete, because what is necessary (and is asked of the CONTRACTOR) is nevertheless contained in the LEED Manual and the LEED Forms online. For further information and clarification please refer to the LEED Manual.

6.4.2 Green Cleaning – Interior and exterior

SSc2: Building Exterior and Hardscape Management Plan

The CONTRACTOR is required to respect the requirements of this credit with reference to the activities of:

· Maintenance of equipment

· Removing snow and ice

· Cleaning the container

· Paint and sealants used for the container

· Cleaning sidewalks, courtyards and other outdoor areas

All these activities are schedules by a specific plan for the management and maintenance of outdoor areas (Building Exterior and Hardscape Management Plan).

The plan shall be supplied by the U.S. Embassy Rome.

The CONTRACTOR shall provide evidence that the activities contained in the plan to be implemented are carried out as standard practice.

“logs” shall be provided showing that the activities are carried out periodically.

Data sheets shall be provided in order to demonstrate that products, machinery and practices in compliance with the plan have been used.

MRc6: Solid Waste Management—Waste Stream Audit

At least once a year the CONTRACTOR shall carry out an audit of each building in order to analyse the quantity and quality of waste produced.

During the audit activities a supervisor representing the Embassy shall be present.

For each annual audit the CONTRACTOR shall produce a reports that includes:

- description of the procedure with which the audit was made

- description of the type and quantity (base weight or volume) of waste analized and time frame of when the data was collected

- proof that the quantity analysed is representative of the waste produced in the building.

- identification of opportunities to reduce the volume produced and to increase the percentage of recycling

- photograph documentation in support

IEQc3.1: Green Cleaning—High-Performance Cleaning Program

The CONTRACTOR shall prepare a plan refered to as the “high performance cleaning program” and it shall be in compliance with the credit requisites. This plan shall apply to the building and its outdoor spaces.

Note: In LEED EB:O&M v4 to be released shortly the credit IEQc3.1 is incorporated in the policy “Green Cleaning Policy” of the IEQp3 prerequisite.

The CONTRACTOR shall submit a copy of the plan.

IEQc3.2: Green Cleaning—Custodial Effectiveness Assessment

The CONTRACTOR shall respect the requirements contained in the credit.

At least once a year the CONTRACTOR shall carry out an audit in order to evaluate the level of the cleaning services for each building. The audit shall be carried out in compliance with the protocol, APPA Leadership in Educational Facilities "Custodial Staffing Guidelines".

The audit shall be carried out by someone in charge of the cleaning services and someone appointed by the CLIENT.

The level of minimum score to be reached is given by a score level of 3 points or less.

The CONTRACTOR shall produce an annual report for each building, containing the results of the audit and the improvement measures identified for the quality of the cleaning

IEQc3.3: Green Cleaning—Purchase of Sustainable Cleaning Products and Materials

The CONTRACTOR shall respect the requirements present in the credit in order to guarantee that at least 60% base cost of the cleaning products purchased are in compliance with at least one sustainability criteria amongst those indicated hereunder:

· Ecolabel certification

· Technical data sheets of the products in compliance with the credit requirements

· Keep a record of all the purchases carried out

· Submit an semi-annual report with all the purchases made, their market costs and whether these products are in compliance with the credit requirements or not

IEQc3.4: Green Cleaning—Sustainable Cleaning Equipment

The CONTRACTOR must respect the reqirements in the credit in order to guarantee that at least 20% of the equipment used is in compliance to at least one criteria of those listed in the credit. All the equipment purchase will then have to be in compliance.

· Produce updated list of the equipment used.

· Keep a record of all the repair and maintenance activities carried out on the equipment in use (“logs”)

· Submit technical data sheets indicating the performance and the sustainable characteristics of the equipment in use

IEQc3.5: Green Cleaning—Indoor Chemical and Pollutant Source Control

The CONTRACTOR shall install systems to capture the dirt that are in compliance with the credit requirements, at all the main entrances of the.

The CONTRACTOR shall submit a descrption of the cleaning operations/activities taking place .

IEQc3.6: Green Cleaning—Indoor Integrated Pest Management

The CONTRACTOR shall develop and implement a plan in compliance with the credit requirements (Indoor Integrated Pest Management Plan)

The plan shall include at least the following elements:

· integrated methodsi

· Inspection and maintenance routine of the site

· Monitoring the growth of invasive species i

· Evaluation of the necessity of control methods for the invasive species

· Specifications of the circumstances under which it is necessary to carry out an emergency application of pesticides

· Strategy of direct communication to the building occupants in the event of the use of pesticides.

The CONTRACTOR shall submit a copy of the plan.

6.5 Initial LEED Meeting

Following the signature of the contract, the CONTRACTOR shall participate in a coordination meeting with the CLIENT. If the LEED certification is pursued, this meeting shall be coordinated by the CLIENT’s LEED AP, who will initiate the certification process: during the course of this meeting, the CONTRACTOR, together with the LEED Manager, shall examine the LEED requirements in detail, especially:

· LEED Certification and Performance Objectives

· LEED requirements and procedures

· LEED Documentation

7.0 INVOICING AND QUALITY CONTROL

7.1 INVOICING ORDINARY SERVICES. Invoicing of ordinary services shall be submitted every month, but only after the service has been received. Processing the payment will take place upon satisfactory service received and certified by the COR.

7.2 INVOICING EXTRAORDINARY SERVICES. Extraordinary services shall be invoiced and calculated by the Contractor by applying the unit prices or the hourly rates for the workers submitted during the solicitation phase.

7.3 QUALITY CONTROL

Company is asked to provide a daily compliance checklist of all activities performed. The Consulate will assess the quality standard requirements for those services on a daily basis.

7.4 RECORDS OF ACTIVITIES

Company will be responsible to keep a record for all activities with weekly and long term deadlines.

Any invoices for extraordinary work shall have attached a copy of the relative work order approved by the COR.

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