SJA80015Q0008_-_Tokyo_Janitorial_Services_RFQ.doc

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR4232571

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NUMBER

5. SOLICITATION (Request for Quotations) NUMBER

SJA800-15-Q-0008

6. SOLICITATION ISSUE DATE

May 13, 2015

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jin Yoshikawa

b. TELEPHONE NUMBER(No collect calls)

+81-3-3224-5756

8. OFFER DUE DATE/LOCAL TIME

June 24, 2015;

4:00 p.m.

9. ISSUED BY CODE

UNRESTRICTED OR

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SET ASIDE:____ % FOR:

GSO/Procurement Unit

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SMALL BUSINESS

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WOMEN-OWNED SMALL BUSINESS

U.S. Embassy 1-10-5 Akasaka

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HUBZONE SMALL

BUSINESS

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(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Minato-ku, Tokyo 107-8420 Japan

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SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

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EDWOSB

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8 (A)

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINATION UNLESS BLOCK IS MARKED

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SEE SCHEDULE

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

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RFQ FORMCHECKBOX

IFB FORMCHECKBOX

RFP

GSO/Procurement Unit

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420, Japan

FACILITY CODE

DUNS Number:

TELEPHONE NO.

FAX NO.

Financial Management Center

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

Japan

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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

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SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(See Page 2 of Standard Form 1449)

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

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

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27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

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ARE FORMCHECKBOX

ARE NOT ATTACHED

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27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

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ARE FORMCHECKBOX

ARE NOT ATTACHED

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28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ONE ORIGINAL 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.

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29. AWARD OF CONTRACT: REFERENCE RFQ NO. SJA800-15-Q-0008, OFFER DATED _______________________________________________. YOUR OFFER ON SOLICITATION, INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS: Subsections 1.1.4 thru 1.1.8

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER Adham Z. Loutfi 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE

Computer Generated

Prescribed by GSA - FAR (48 CFR) 53.212

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Base Year)

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED FORMCHECKBOX

INSPECTED FORMCHECKBOX

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: __________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

REPRESENTATIVE

Teodoro Omine, Maintenance Supervisor

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

Facility Management Office

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

Japan 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

+81-3-3224-5778 32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

CORRECT FOR

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FINAL

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COMPLETE

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PARTIAL

FINAL

38. S/R ACCOUNT NO.

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

STANDARD FORM 1449 (REV. 2/2012) BACK

TABLE OF CONTENTS

Standard Form 1449 (SF-1449), the first and second pages

Section 1: The Schedule

1.1 Continuation to SF-1449, Request for Quotations (RFQ) Number SJA800-15-Q-0008, Blocks 23, Unit Price, and 24, Amount

1.2 Continuation to SF-1449, Request for Quotations (RFQ) Number SJA800-15-Q-0008, Block 20, Schedule of Supplies/Services

Section 2: Contract Clauses

2.1 Contract Clauses

2.2 Addendum to Contract Clauses – FAR and DOSAR Clauses not Prescribed in Part 12

Section 3: Solicitation Provisions

3.1 Solicitation Provisions

3.2 Summary of Instructions

3.3 Addendum to Solicitation Provisions – FAR and DOSAR Provisions not Prescribed in Part 12 Section 4: Evaluation Factors

4.1 Evaluation Factors

4.2 Addendum to Addendum to Evaluation Factors – FAR and DOSAR Provisions not Prescribed in Part 12

Section 5: Representations and Certifications

5.1 Representations and Certifications

5.2 Addendum to Representations and Certifications - DOSAR Provisions not Prescribed in Part 12

List of Attachments

Attachment 1 - Government-Furnished Property

Attachment 2 - List of Facilities

Attachment 3 - List of Public Areas

Attachment 4 - Scheduled Time and Day of Janitorial Services

Attachment 5 – Chancery Site Plan

Attachment 6 – EMR Site Plan

Attachment 7 – Mitsui Housing Compound Site Plan

Attachment 8 - Hazard Assessment Sheet

Attachment 9 – English Speaking Levels

Attachment 10 - Personal History Statement

Section 1: The Schedule

1.1 Continuation to SF-1449, Request for Quotations (RFQ) Number SJA800-15-Q-0008, Blocks 23, Unit Price, and 24, Amount

1.1.1 Prices and Period of Performance. The Contractor shall perform janitorial work, including furnishing all labor, material, equipment and services, for the U.S. Embassy Tokyo, Japan. The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The U.S. Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

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 on which performance shall start.

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

1.1.2 The U.S. Embassy Tokyo is exempt from Japanese consumption taxes; therefore, such taxes shall not be included in the price nor charged on invoices. After receipt of the Contractor’s invoice, the U.S. Government will provide the Contractor with a signed Certificate of Tax Exemption Purchase for Foreign Establishments. (For non-Designated Stores, please visit the following link for registration: http://www.nta.go.jp/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm)

1.1.3 Offers and Payment in U.S. Dollars

(1) U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

(2) Foreign Firms. 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 Japanese Yen.

1.1.4 Base Year - starting on the date stated in the Notice to Proceed and continuing for a period of 12 months.

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

Price per Month ____________ x 12 = _______________ per year

1.1.5 First Option Year - starting on one year after the date stated in the Notice to Proceed and continuing for a period of 12 months.

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

Price per Month ____________ x 12 = _______________ per year

1.1.6 Second Option Year - starting on two years after the date stated in the Notice to Proceed and continuing for a period of 12 months.

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

Price per Month ____________ x 12 = _______________ per year

1.1.7 Third Option Year - starting on three years after the date stated in the Notice to Proceed and continuing for a period of 12 months.

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

Price per Month ____________ x 12 = _______________ per year

1.1.8 Fourth Option Year - starting on four years after the date stated in the Notice to Proceed and continuing for a period of 12 months.

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

Price per Month ____________ x 12 = _______________ per year

1.1.9 Grand Total of Base Year and All Option Years

a. Base Year (1.1.4):

b. First Option Year (1.1.5):

c. Second Option Year (1.1.6):

d. Third Option Year (1.1.7):

e. Four Option Year (1.1.8):

Grand Total Amount:

1.2 Continuation to SF-1449, Request for Quotations (RFQ) Number SJA800-15-Q-0008, Block 20, Schedule of Supplies/Services

1.2.1 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 the U.S. Embassy in Tokyo, Japan. 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 specified on the Notice to Proceed, with four one-year options.

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.

1.2.2 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 30 days after contract award. The COR must approve these general instructions before issuance.

1.2.3 Duties and Responsibilities

a. Certain areas listed in subsection 1.2.8 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.

b. The 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. The 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.

d. The Contractor shall perform the janitorial services for the following areas of U.S. Government owned properties:

(1) Chancery. All areas of Chancery building and outside adjacent areas, including local guard house, two outside smoking areas, outside granite pavement and stairs, basement motor pool parking area, offices, chauffeur's waiting room, and other related areas.

(2) American Embassy Apartment Compound (also known as Mitsui Housing Compound). All public areas in Perry, Harris, and Grew towers, Mitsui and Temple townhouses and their attached Arcade, Workshop Areas, Daly Hall, Multi-Purpose Building (GYM), Poolside Snack Bar (Community Center), and Swimming Pool deck.

(3) Ambassador Residence or Embassy Residence (EMR). The Contractor shall perform periodic window cleaning, floor cleaning, bathroom cleaning, and daily waste collection and disposal services.

(4) Deputy Chief of Mission Residence (DCMR). The Contractor shall perform periodic window cleaning.

1.2.4 Standard Services shall include the following work:

1.2.4.1 Daily Cleaning Requirements shall consist of the following:

a. Sweeping and damp mopping all uncarpeted public areas such as entrances, lobbies, halls, elevator cars, cafeteria, commissary, patios, terraces, courts, trash collection areas, hallways, waiting rooms and staircases of tile, linoleum, marble, granite, wooden or concrete floor. 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.

b. 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. Vacuuming and cleaning all rugs and carpets, entry mats, runners, and carpet protectors in the areas such as entrances, lobbies, halls, elevator cars, hallways, offices, waiting rooms. When completed, the area shall be free of all litter, lint, dust, dirt, mud, any 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.

d. Thorough cleaning and sanitizing of toilets, bathrooms, mirrors, drinking fountains, 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, and plastic cups at all drinking fountains. The tiled floors shall be thoroughly cleaned. 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.

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

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

g. Cleaning glazed doors and walls (temper glass) in the entryways, lobbies, MSG booths, corridors (GF-9F)and Cafeteria of the Chancery, and entryways/lobbies of the Perry, Harris, and Grew towers, Daly Hall, Snack Bar (Community Center) of the Mitsui Housing Compound.

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

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

1.2.4.2 Twice Weekly Cleaning shall be performed on one of the following sets of days:

a. Monday and Thursday;

b. Tuesday and Friday; or

c. Wednesday and Saturday.

Twice Weekly Cleaning shall consist of the following:

(1) Sweeping and/or damp mopping the uncarpeted areas such as offices, locker rooms and day rooms of tile, linoleum, wooden or concrete floors. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. Chairs, trash receptacles, and easily movable items shall be tilted or moved to clean underneath. The frequency may be higher than twice per week 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.

(2) Dusting and cleaning all furniture and fixtures 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 and fixtures shall be free of dust, dirt, and sticky surfaces and areas.

(3) Vacuuming and cleaning all rugs and carpets, runners, and carpet protectors in the areas such as offices, locker rooms and day rooms. When completed, the area shall be free of all litter, lint, dust, dirt, mud, any 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.

(4) Washing the outside/inside of the glass doors. When completed, the glass doors shall be free of smudges, lint, or streaks from the surfaces.

1.2.4.3 Periodic Cleaning Requirements shall consist of the following:

a. Buffing the Concrete/Masonry Floors. The Contractor shall buff and clean the granite entryways and lobby of the Chancery weekly. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. The COR may request for other areas when it is rainy or snowy.

b. Auto-scrubbing Concrete/Masonry Floors. The Contractor shall scrub and clean the granite floor of the south coat next to the Cafeteria and atrium entryways of the Chancery semiannually. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. The COR may request for other areas when it is rainy or snowy.

c. Polishing all brass surfaces, including door and window handles and plaques.

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

e. Spot cleaning baseboards and walls.

f. Spot waxing and polishing floors as needed.

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

h. Dusting window sills and blinds.

i. Cleaning roll-up doors (shutters) as required.

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

k. The Contractor shall be responsible for spot cleaning of office furniture in the event of a spill.

1.2.4.4 Monthly Cleaning Requirements shall consist of the following:

a. Sweeping and/or Damp Mopping the Concrete Floors. The areas are the mechanical areas in the basement, 10th floor, and 11th floor of the Chancery, the storerooms in the basement of the Chancery, and the B1F storerooms and B2F mechanical rooms of the Perry, Harris, and Grew towers at the Mitsui Housing Compound. Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. The COR may request for other areas when it is rainy or snowy.

b. Moving all small furniture except bookshelves, filing cabinets, safes, or items that would require more than two people and vacuuming or polishing the floor under the furniture.

1.2.4.5 Quarterly Cleaning Requirements shall consist of the following:

a. Shampooing the rug and carpet in the high traffic areas in the Chancery and the Mitsui Housing Compound. High traffic areas in the Chancery are all corridors, lobby, elevator hall, hallways, and Auditorium. This shall include all dust mats and rain mats. High traffic areas in the Mitsui Housing Compound are the 1F through 13F hallways and elevator halls and 1F lobbies of Perry, Harris, and Grew towers. The Contractor shall submit a schedule for COR approval. Detailed work statement of Carpet Shampooing is stipulated below:

(1) Shampooed carpets and rugs shall be free of streaks, stains, and spots and shall have a uniform color. Carpets and rugs shall be brushed against pile-lay with a stiff deck brush to loosen soil and open pile tufts in preparation for shampooing, followed by thorough vacuuming to remove soil prior to shampooing. Spots of ink, oil, and other stains shall be removed with appropriate stain removers without wetting the rug backing. Corners, stairs, and areas under fixed equipment shall be shampooed with a hand brush.

(2) Preparation before Shampooing. Small movable furniture such as chairs and stands shall be relocated by the Contractor temporarily to facilitate the cleaning work. Appropriate warning signs shall be placed around the immediate area as a safety precaution. The carpet shall then be vacuumed clean.

b. Waxing the floors in the Chancery and the Mitsui Housing Compound.

(1) Chancery

(a) Granite floor of the entryways and lobby.

(b) Concrete stairs of the stairwells.

(c) Synthetic rubber/plastic finished floors of 10F elevator hall and basement floor (BF)/ground floor (GF) hallways.

(d) Ceramic tiled floors of the Cafeteria.

(2) Mitsui Housing Compound

(a) Ceramic tile floor of the entryways of the Perry, Harris, and Grew towers.

(b) Wooden floor of the hall, plastic tile floors of the bathrooms, hallway, and ballet studio, and Synthetic rubber/plastic finished floor of the kitchen in the Daly Hall.

(c) GYM floor in the Multi-Purpose Building at the Mitsui Housing Compound. The Contractor shall remove and reapply a wax specially formulated for gymnasium floors (wood plank) quarterly. The Contractor shall submit the wax sample to the COR for approval before its application. The application of the approved wax shall conform to the wax manufacturer’s instructions. The Contractor shall maintain the waxed floor by dust-mopping daily and dust-mopping with the mopping tools made for the approved wax twice weekly.

(d) Synthetic rubber/plastic finished floor of the Community Center (Snack Bar).

(e) Linoleum floor of the bathroom and laundry room in the Old Grew (Work Shop).

(f) Plastic tile floor of the 1F through 13F trash rooms of the Perry, Harris, and Grew towers.

(g) Linoleum floor of the elevator cars and plastic tile floor BF elevator halls of the Perry, Harris, and Grew towers and Temple Townhouses.

The Contractor shall apply approved strip chemical to waxed floor and completely strip wax coat with auto-scrubber and/or portable power scrubber. After the floor dries up completely, apply minimum two coats of approved wax evenly to the floor. Confirm the wax on the floor is completely dry.

c. Auto-scrubbing the Floors. The areas for auto-scrubbing are the BF concrete hallways of Perry, Harris, and Grew towers, Arcade, and 1F concrete entryway of Perry, Harris, and Grew towers. The Contractor shall apply approved detergent and scrub the floor thoroughly with auto-scrubber (polisher) to remove mold, dirt, and augmented foreign matters on the floor. After scrubbing, wash the floor with water and dry up the floor completely.

d. Cleaning and sanitizing the trash room, depository, and trash cage.

1.2.4.6 Annual Cleaning Requirements shall consist of the following:

a. Stripping wax coats and seal coats on the plastic/wooden/ masonry floor, cleaning the surface, and reapplying wax/seal coat.

b. Annual Cleaning of Light Fixtures. Light fixtures shall be free from bugs, dirt, grime, dust, and marks.

c. Annual cleaning of the air diffusers and return air grilles in the ceiling.

d. Annual cleaning of the air supply, air return, and ventilation grilles in the walls.

e. Annual wiping of the blinds in place with soap and damp cloth.

1.2.4.7 Window Cleaning. All glass surfaces or shatter resistant window film (SRWF) including frames shall be cleaned free of streaks, dust, stains, and foreign matter and wiped dry. Requirements for each facility are Chancery, Local Guard House, Mitsui Housing Compound, EMR, and DCMR. To clean the SRWF, use only synthetic neutral detergent, never use cleanser. Dip soft sponge in adequately diluted detergent and wipe the SRWF surface softly. Then use squeegee to wipe off the diluted detergent. Use soft linen to wipe off along the frames where the squeegee cannot wipe off. The diluted detergent shall be removed completely from the SRWF surfaces, glass and frames. Any damage to the SRWF caused by the cleaning operation shall be repaired by the Contractor. If damaged, the Contractor shall report to the COR and replace the damaged SRWF with the same one. The Contractor shall furnish all materials and labor for the replacement. The COR shall provide necessary nomenclature of the SRWF to the Contractor. Only qualified technicians employed by the Contractor shall perform the replacement. When completed, the Contractor shall report to the COR.

a. Chancery. All work shall be performed semi-annually for exterior window and annually for interior window. The Contractor shall determine the schedules, setting the time and date, and submit to the COR for approval.

(1) Exterior Window: semi-annual

(2) Interior Window: annual

b. Local Guard House(s) at the Chancery. All work shall be performed monthly for exterior and interior windows. The Contractor shall determine the schedules, setting the date and time, and submit to the COR for approval.

Exterior and Interior Windows: monthly

c. Mitsui Housing Compound. This service shall include cleaning of windows not easily accessible to the tenants/occupants in all housing units. The not easily accessible windows are those higher than 2.4 meters from floor, such as loft windows and skylight. The service shall also include all non-residential interior and exterior windows. For the towers, the common columns of windows are to be cleaned both interior and exterior. In addition, there are 103 double sliding windows in the residential areas of the towers that cannot be cleaned by the occupants (exterior only). All other residential windows and doors in the towers are in-swing and are the responsibility of the occupants. These 103 double sliding windows are the responsibility of the Contractor. They are measured approximately 1.2 meters by 0.7 meter.

For Mitsui and Temple Townhouses windows which are not easily accessible measure: Temple exterior – 141 square meters, Temple interior – 23 square meters, Mitsui Townhouse exterior 46 square meters, and Mitsui Townhouse interior 28 square meters.

Exterior and Interior Windows: semi-annual (March and November)

d. EMR. All work shall be performed semi-annually. The Contractor shall determine the schedules, setting the date and time, and submit to the COR for approval.

Exterior and Interior Windows: semi-annual

e. DCMR. All work shall be performed semi-annually. The Contractor shall determine the schedules, setting the date and time, and submit to the COR for approval.

(1) Exterior Window: semi-annual

(2) Interior Window: semi-annual

1.2.4.8 Waste Collection and Disposal Services. All costs to be incurred for the waste/garbage collection and disposal, except those by the city or unless otherwise specified in the subsections 1.2.4.8.a and 1.2.4.8.b below, shall be included in this contract.

a. Waste Collection

(1) Chancery. Waste including bulky items in the Chancery and outside adjacent areas (i.e. main gate, rear gate, local guard house, auto repair shop, Chancery entrance, and consular section entrance) shall be collected and transported to the trash collection areas (trash room and trash depositories) in conjunction with janitorial services daily, Monday to Friday (five days a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo.

(2) Mitsui Housing Compound

(a) Perry, Harris, and Grew Towers

(i) The Contractor shall collect unburnable waste and bulky burnable items to the trash depository near the garage entrance in the basement parking under Temple Townhouses from each trash chute room located on every floor of Perry, Harris, and Grew towers in conjunction with janitorial services, daily, seven days a week.

(ii) The Contractor shall collect burnable waste from the trash compactors to the trash depository near the garage entrance in the basement parking under Temple Townhouses twice daily, seven days a week. The trash compactor is in the trash compactor room each located in the first basement of Perry, Harris, and Grew towers, and automatically bags the burnable waste from trash chute. The Contractor shall collect the unburnable waste with following procedures: (1) turn off the trash compactor, (2) remove the bagged burnable waste from the trash compactor, (3) set a empty plastic bag to the trash compactor, and (4) turn on the trash compactor.

(iii) The Contractor shall collect waste from the offices including bathrooms in the offices on the first floor and the second basement of Perry, Harris, and Grew towers to the trash depository near the garage entrance in the basement parking under Temple Townhouses in conjunction with janitorial services daily, Monday through Friday (five days a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo.

(b) Mitsui Townhouses. Waste shall be collected to the trash sheds behind the stairs between Mitsui Townhouses in conjunction with janitorial services, seven days a week.

(c) Temple Townhouses, Daly Hall, Multi-Purpose Building (GYM), Poolside Snack Bar (Community Center) and Old Grew (Workshop areas). Waste shall be collected to the trash depository near the garage entrance in the basement parking under Temple Townhouses in conjunction with janitorial services, seven days a week.

(d) Marine Security Guard (MSG) Quarters. Waste shall be collected to the trash depository behind the MSG gate, seven days a week.

(e) Domestic Employee’s Quarters. Waste shall be collected to the trash depository by the exterior stairs, seven days a week.

(f) All Trash Receptacles Including Pet Stations in the Ground and Sidewalks. Waste and bagged pet droppings shall be collected daily, seven days a week to the trash depository near the garage entrance in the basement parking under Temple Townhouses.

(g) Arcade Area. The Contractor shall collect waste from the commissary, preschools, and offices to the trash depository near the garage entrance in the basement parking under Temple Townhouses in conjunction with janitorial services, daily, Monday to Saturday (six days a week).

(h) Poolside Snack Bar and Swimming Pool. The Contractor shall collect waste from the Poolside Snack Bar (also called as Community Center) and Swimming pool to the trash sheds behind the stairs between Mitsui Townhouses in conjunction with janitorial services, seven days a week.

(3) EMR. The EMR house staff collects all waste (i.e. burnable and unburnable trash, bulky items, and industrial waste) to the trash collection area adjacent to the service gate of the EMR.

(a) Burnable Trash. The Contractor shall move the burnable trash from the trash collection area to the Chancery trash room, and assist sanitation man to load the burnable trash to the trash pickup packer, daily, Monday through Friday (five days a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo. Pickup time shall be between the hours of 07:00 and 08:00.

(b) Unburnable Trash. The Contractor shall move the unburnable trash from the trash collection area to the Chancery trash room, and assist sanitation staff to load the unburnable trash to the trash pickup packer, Wednesday and Friday (twice a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo. Pickup time shall be between the hours of 07:00 and 08:00.

(c) Bulky Items and Industrial Wastes. The Contractor shall transport to the trash depositories at the back yard of the Chancery as needs occur.

b. Disposal

(1) Chancery. The Contractor shall segregate burnable trash and unburnable trash in advance. The trash pickup point for disposal is the loading dock and trash depository behind the Chancery. The Contractor shall transport to and dispose of burnable and unburnable wastes, bulky items, and industrial waste at the disposal facility that must be off the U.S. Government-controlled area and have been approved by the Government of Japan, according to applicable Japanese laws and regulations (Sangyo Haikibutsu Shori Hou). Any information regarding Sangyo Haikibutsu Shori Hou can be obtained from the Environment Division of Tokyo Metropolitan Government at Tel 03-5321-1111.

(a) Frequency for burnable trash pickup is daily, Tuesday through Saturday (five days a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo. Pickup time shall be between the hours of 07:00 and 08:00, and the trash pickup truck shall be empty to enter the Embassy ground.

(b) Frequency for unburnable trash pickup is every Wednesday and Friday (twice a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo. Pickup time shall be between the hours of 07:00 and 08:00, and the trash pickup truck shall be empty to enter the Embassy ground.

(c) Bulky Items and Industrial Waste. The Contractor shall pick up extra trash (bulky items and/or industrial waste), including the one from the EMR, from the trash depositories at the back yard of the Chancery as needs occur. The U.S. Government shall reserve the right for requesting bulky trash pickup at the Chancery and Mitsui Housing Compound up to 26 times per year.

(d) Print toner cartridge (Recycle Program). The Contractor shall segregate all print toner cartridges collected in the Chancery and keep in the cardboard boxes. The printer manufacturer (HP) delivers eight cardboard boxes every other month. When eight cardboard boxes get full with the print toner cartridge, the Contractor fax and call in HP’s designated recycle firm to collect them.

(2) Mitsui Housing Compound. The City will pick up the collected waste in accordance with proper schedule of City. The four pick up points designated by the City around and in the Mitsui Housing Compound are listed below:

(a) the trash depository near the garage entrance in the basement parking under Temple Townhouses;

(b) city road near the main sliding gate of Mitsui Townhouses;

(c) city road near the gate of MSG Quarters; and,

(d) city road near the side gate of Domestic Employee’s Quarters.

The Contractor shall segregate burnable trash and unburnable trash according to the City’s trash segregation program before trash pickups by the City. The Contractor shall assist occupants and City’s sanitation staff. Waste rejected by the City shall be transported to and disposed of by the Contractor at the disposal facility that must be off the U.S. Government-controlled area and have been approved by the Government of Japan, according to applicable Japanese laws and regulations (Sangyo Haikibutsu Shori Hou). Any information regarding Sangyo Haikibutsu Shori Hou can be obtained from the Environment Division of Tokyo Metropolitan Government at Tel 03-5321-1111.

(a) Frequency for burnable trash pickup is every Monday and Thursday (twice a week).

(b) Frequency for unburnable trash pickup is every Tuesday and Saturday (twice a week).

(c) Burnable and unburnable trash must be picked up and disposed of at least once in five days. In case that the City does not pick up the collected waste for five days, the Contractor shall pick it up instead of the City and dispose of.

(d) Bulky Items and Industrial Wastes. The Contractor shall pick up extra trash (bulky items and industrial wastes) from the trash depository near the basement parking entrance Temple Townhouses as needs occur. The Government shall reserve the right for requesting bulky trash pickup at the Chancery and Mitsui Housing Compound up to 26 times per year.

(3) EMR. The Contractor shall transport to and dispose of burnable and unburnable wastes at the disposal facility that must be off the U.S. Government-controlled area and have been approved by the Government of Japan, according to applicable Japanese laws and regulations (Sangyo Haikibutsu Shori Hou). Any information regarding Sangyo Haikibutsu Shori Hou can be obtained from the Environment Division of Tokyo Metropolitan Government at Tel 03-5321-1111. The Contractor shall transport bulky trash and industrial wastes to the trash depositories at the back yard of the Chancery for later disposal.

(a) Frequency for burnable trash pickup is daily, Monday through Friday (five days a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo. Pickup time shall be between the hours of 07:00 and 08:00.

(b) Frequency for unburnable trash pickup is every Wednesday and Friday (twice a week), except for Japanese and American holidays observed by the U.S. Embassy Tokyo. Pickup time shall be between the hours of 07:00 and 08:00.

(c) Bulky Items and Industrial Wastes shall be transported to and picked up at the trash depositories in the back yard of the Chancery as needs occur or as requested by the COR.

c. Sanitation Standards. The Contractor shall maintain garbage and trash containers and collection areas, including dust chutes and compactors in sanitary condition at all times by washing, scrubbing and disinfecting them weekly. In addition to washing services, the Contractor shall steam clean all trashcans once a month (except that trash cans that hold wet trash shall be steam cleaned weekly) in the trash room of Chancery. The Chancery trash room shall be mopped and scrubbed daily and sanitized weekly. The Mitsui trash rooms shall be mopped, scrubbed and sanitized weekly.

1.2.4.9 Unscheduled Cleaning Services. The Contractor shall perform incidental cleaning. The services shall include the following requirements:

a. Check public areas once per work day during the course of each work day for tidiness and cleanliness, and perform such services as emptying and cleaning ashtrays and wastebaskets; putting chairs in waiting areas in order; picking up trash, supplementary mopping or vacuuming floors; and spot/localized carpet shampooing.

b. Dispose of debris (e.g. used packing materials) and trash, and provide necessary incidental cleaning in offices of the Chancery when requested.

c. Perform checking, incidental cleaning, and supplement services to all public rest rooms at appropriate intervals during the working hours at the Chancery and the Mitsui Housing Compound.

d. Auditorium in the Chancery shall be cleaned after each use. For the cleaning after each use, the COR shall send work orders to Project Manager, see subsection 1.2.7.1 below, showing scheduled use of the Auditorium.

e. Clean and maintain garbage and trash collection areas in a sanitary condition at all times. No trash shall be placed on the floor. All trash shall be placed in containers. Garbage and trash containers shall be cleaned and lined with disposable plastic/paper bags (the Contractor-supplied) before being returned to the collection areas.

1.2.4.10 The Contractor shall jet-wash and clean annually for the following areas:

a. Granite pavement, sidewalk, stairs, curbs, and bank as shown in Attachment 5 – Chancery Site Plan for the Embassy compound.

b. Lime stone sidewalk, ceramic tile terrace, concrete pavers, and stone/concrete stairs as shown in Attachment 6 – EMR Site Plan for the Ambassador Residence.

c. Concrete sidewalks along drive lanes as shown in Attachment 7 – Mitsui Housing Compound Site Plan for the Mitsui Housing Compound.

1.2.4.10.1 The areas of effort are highlighted in the attached drawings. The Contractor shall remove thoroughly dirt, grease, carbons, rust, pollutants and other foreign matters on the areas show in the attached drawings.

1.2.4.10.2 The Contractor shall clean the areas with jet water washer (1,400psi – 2,000psi), auto scrubber and/or bristle deck brush.

1.2.4.11 The Contractor shall quarterly perform deep and thorough cleaning services of the floor, walls, ceiling, sinks, stove, cooking equipment, cooking tables, and exhaust range hoods and its filters in the Cafeteria kitchen on the Ground floor of the Chancery building.

The area of effort is the kitchen of the cafeteria. The Contractor shall perform quarterly steam-cleaning of the ceramic tile floor and walls, and built-up gyp board ceiling thoroughly for dirt, grease, carbons, rust, pollutants, and other foreign matters. In addition, the Contractor shall steam-clean stoves, cooking equipment, cooking tables, exhaust range hoods and filters; exterior of the refrigerators, ice makers, and freezers in the kitchen. The Contractor shall perform cleaning with high pressure steam cleaner and brushes. The contractor shall use approved detergent/cleaning chemicals (degreaser and neutral cleaner) where necessary and thoroughly rinse with water and wipe.

1.2.4.12 The COR shall determine when the Contractor shall perform the specified jet-wash and steam cleaning.

1.2.4.13 The Contractor shall daily clean and polish the inner lining panel of the freight elevator car at the Chancery building.

1.2.4.14 The Contractor shall weekly clean the sink in Room 148, the copy/fax room, on the 1st floor of the Chancery building.

1.2.4.15 The Contractor shall weekly clean the microwave oven in the Cafeteria kitchen on the ground floor of the Chancery building.

1.2.4.16 The Contractor shall perform vacuum and dusting cleaning services for the Political Offices, rooms 914 thru 920, on the 9th floor of the Chancery building, twice a week (evening of every Monday and Thursday).

1.2.4.17 The Contractor shall quarterly perform deep and thorough cleaning services in the Consular Office Space and Visa Waiting Area.

1.2.5 Availability of Utilities, Telephone, Locker (Change) Rooms, and Office

1.2.5.1 The U.S. Government shall furnish electricity, sewage service, and fresh water for use in Government facilities and as required for the work to be performed under the contract. Those outlets of electricity are located along the hallway and office walls and easily observed for the Contractor to perform the contracted work and, as requested by the Contractor, the COR shall provide the electrical drawings of all buildings covered under to the contract to correctly identify the outlet locations. The Contractor shall provide and maintain, at their expense, the necessary service lines from existing Government outlets to the site of work. Utilities specified shall be furnished at no cost to the Contractor.

1.2.5.2 Government telephone lines shall be available at no cost to the Contractor for use by the Project Manager and the Service Call Reception Desk for use only in the performance of the contract. The use of telephone services for any other purpose or any toll calls is prohibited.

1.2.5.3 Locker rooms and storeroom in the Chancery and Mitsui Housing Compound and project manager's office in the Chancery or Mitsui Housing Compound shall be available for use by the Contractor's work personnel. The U.S. Government shall furnish only the spaces (rooms) and telephones for such functions, and the Contractor shall furnish lockers, office furniture, and equipment, except telephone and telephone line.

1.2.6 Hazardous Materials (e.g. cleaning chemicals). The Contractor shall provide the COR a hazardous material (HM) inventory and material safety data sheets (MSDSs) before such HM comes on to the job sites. See Attachment 8 – Hazard Assessment Sheet. The Contractor shall prepare the Contractor's plans for protection of public and Government personnel, HM disposal, and procedures for HM spill response in conformance with Federal and local regulations and submit them to the COR for approval at least five days before application of such HM for the work required.

1.2.7 Management and Supervision

1.2.7.1 The Contractor shall designate a competent and bilingual Project Manager with an English Speaking Level 2, see Attachment 9, who shall be responsible for on-site supervision of the Contractor's workforce at all times. The 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 supervision as his or her sole function. He/she shall supervise a work force of janitors engaged in cleaning office and other buildings in the Embassy complex and Mitsui Housing Compound. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes.

The Project Manager shall be stationed at either the Chancery building or the Mitsui Housing Compound and work exclusively for the contract between the hours of 08:30 and 17:30, Monday through Friday, except Japanese holidays observed by the U.S. Embassy Tokyo.

1.2.7.2 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 Embassy. 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.

1.2.7.3 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. The results of such inspections for quality control shall be reported in writing to the COR.

1.2.7.4 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.

1.2.8 Locations, Time, and Day for Janitorial Services. All standard services are to be delivered on regular Embassy working days.

1.2.8.1 Chancery. The Contractor shall generally perform the janitorial services five days a week, Monday through Friday, except Japanese holidays observed by the U.S. Embassy Tokyo, during the hours listed in Class-1, Class-2 and Class-3 Areas below. The janitorial services for the certain areas and rooms shall be performed during the specified time and day as listed in Attachment 4 - Scheduled Time and Day of Janitorial Services.

a. Class-1 Areas. Classified Areas to be performed during the hours between 18:00 and 24:00. Marine Security Guard escort, Cleared American escort, or Security escort is required. The Contractor shall submit the work permit to the COR at least five days in advance and upon the COR's approval perform the work under Marine Security Guard escort, Cleared American escort, or Security escort.

b. Class-2 Areas. Unclassified areas to be performed during the hours between 16:00 and 24:00. The offices, bathrooms, cafeteria, kitchens, pantries, and store rooms are Class-2 Areas. The Embassy staff may escort the Contractor's work personnel in certain rooms of Class-2 areas. The Contractor shall determine the schedules, setting the time and day, and submit to the COR for approval.

c. Class-3 Areas. Unclassified areas to be performed during the hours between 08:00 and 22:00. Hallways, elevator halls, mechanical rooms, electrical closets, lobby, entrance foyers, stairways, paved ground, and granite walkways are Class-3 Areas. The Contractor shall determine the schedules, setting the time and day, and submit to the COR for approval.

d. Excluded Areas. Certain Class-1 Areas (offices and hallways) on the 8th and 10th floors of the Chancery shall be excluded from janitorial services.

(1) Excluded area on the 8th floor: 872 square meters, and

(2) Excluded area on the 10th floor: 632 square meters.

1.2.8.2 Mitsui Housing Compound. All public areas in Perry, Harris, and Grew towers, Mitsui and Temple townhouses, Arcade, Old Grew (Workshop), Daly Hall, Multi-Purpose Building, Snack bar (Community Center), and Pool deck shall be cleaned during the daytime according to the schedules below. No janitorial services, except trash pickup and disposal service, shall be provided for Marine Security Guard (MSG) Quarters and Domestic Employees Quarters (DEQ).

a. To be cleaned twice weekly:

(1) offices on the first floor and the second basement of Perry, Harris, and Grew towers, and along the Arcade, except for Japanese and American holidays observed by the U.S. Embassy Tokyo;

(2) day room, locker rooms, and office in the Old Grew, except for Japanese and American holidays observed by the U.S. Embassy Tokyo; and

(3) garage. Sweep all carports in the 2-story Garage (Ground and Basement floors) and trash depository areas under Temple Townhouses.

b. To be cleaned daily, five days a week (Monday – Friday):

Bathrooms in the offices on the first floor of Harris and Grew towers, except for Japanese and American holidays observed by the U.S. Embassy Tokyo.

c. To be cleaned daily, six days a week (Monday – Saturday):

(1) Perry, Harris, and Grew Towers - entrances, halls, hallways, stairs, elevator cars, roof terraces, trash chute rooms, and trash compactor rooms;

(2) Mitsui Townhouses - carports and trash collection areas;

(3) Temple Townhouses - entrance street, trash rooms, elevator cars, halls, and stairs;

(4) Arcade - halls, hallways, tunnels between the arcade and garage, public toilets, and stairs; Preschools including toilets in the preschools and commissary;

(5) Daly Hall - hall, hallways, bathrooms, kitchen, Dojo tatami room, racket ball court, ballet studio, and terrace;

(6) Multi-Purpose Building (GYM) - gymnasium, weight room, bathrooms, stairs, and halls;

(7) Poolside Snack Bar (Community Center) - Community Center, kitchen, bathrooms, locker rooms, and halls;

(8) Old Grew (Workshop Area) - hallways, laundries, and bathrooms; and

(9) Swimming pool and wading Pool (outside) ceramic tile decks, pool overflow gutters, chairs and tables around pool area; Wading pool tile floor and walls; and in-off season (October-April) frequency can be adjusted to weekly.

d. To be cleaned weekly:

(1) buffing the wooden floor hall of the Daly Hall;

(2) buffing the concrete hallways in the first basement of the Perry, Harris, and Grew towers and Arcade; and

(3) all storerooms in the first basement of Perry, Harris, and Grew towers and Arcade.

e. To be disinfected twice…