Solicitation_Number_S-MX530-16-R-0002_for_Janitorial_Services.docx

PART I - THE SCHEDULE

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. SCOPE OF SERVICES

The Contractor shall provide janitorial services for the Government of the United States of America (the Government) in Mexico City.

B.2. TYPE OF CONTRACT

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

B.3. TYPES OF SERVICES

B.3.1. Standard Services.

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

B.3.2. Temporary Additional Services.

The Contractor shall provide Temporary Additional Services when requested by the Contracting Officer's Representative (COR) through a written order. Temporary Additional Services delivered shall be in addition to the Standard Services, and shall be priced at the unit price shown below. The tasks to be accomplished shall be additional quantities of the same tasks described in Section C.

B.3.2.1. Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity the minimum and maximum amounts are defined below:

B.3.2.1.1. Minimum: The Government shall place orders totaling a minimum of 100 square meters. This reflects the minimum per each contract term.

B.3.2.1.2. Maximum: The amount of all orders shall not exceed 5,000 square meters. This reflects the contract maximum per each contract term for temporary/additional services.

B.4. PRICING

B.4.1. Fixed Price Payments

The Government will pay the Contractor a fixed price per month for Standard Services that have been satisfactorily performed. The Government will also pay the Contractor for Temporary Additional Services ordered each month by the Government for satisfactorily completed work.

B.4.2. Premium Pay

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

B.4.3. Price for Materials or Equipment

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

B.4.4. Workers’ Compensation

The cost of Workers’ Compensation War-Hazard Insurance Overseas (See Section I, FAR 52.228-4) is not reimbursable and shall be included in the Contractor’s rates.

B.4.5. Offers and Payment in U.S. Dollars

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 officer 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.

B.4.6. Foreign Firm

Any firm which is not a U.S. firm, is a foreign firm. Any firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency.

B.4.7. Value Added Tax (VAT)

The Contractor shall include VAT (I.V.A.) as a separate charge on the Invoice and as a separate line item in Section B.

B.5. BASE YEAR PRICES

Term: Twelve (12) Months

As per paragraphs B.4.5, and B.4.6, above, insert currency: __________________

(a) Standard Services. The price for the first year of the contract (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) is:

Per month ____________ x 12 = ____________ + VAT (I.V.A.) ____________ =

Sub-total per year ________________ (with I.V.A.)

(b) Temporary Additional Services. The unit price (fixed-price) is:

Per Square Meter $__________ Estimated Number of Square

I.V.A.: $__________

Total Not to Exceed for (b) $__________

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: $3,500.00 U. S. Dollars

TOTAL FOR THE BASE YEAR: $_____________________ (a + b+ c)

B.6. FIRST OPTION YEAR PRICES

Term: Twelve (12) Months

As per paragraphs B.4.5, and B.4.6, above, insert currency: __________________

(a) Standard Services. The fixed price for the first option year of the contract is:

Per month ____________ x 12 = ____________ + VAT (I.V.A.) ____________ =

Sub-total per year ________________ (with I.V.A.)

(b) Temporary Additional Services. The unit price (fixed-price) is:

Per Square Meter $__________ Estimated Number of Square

I.V.A.: $__________

Total Not to Exceed for (b) $__________

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: $3,500.00 U. S. Dollars

TOTAL FOR THE FIRST OPTION YEAR: $_____________________ (a + b+ c)

B.7. SECOND OPTION YEAR PRICES)

Term: Twelve (12) Months

As per paragraphs B.4.5, and B.4.6, above, insert currency: __________________

(a) Standard Services. The fixed price for the second option year of the contract is:

Per month ____________ x 12 = ____________ + VAT (I.V.A.) ____________ =

Sub-total per year ________________ (with I.V.A.)

(b) Temporary Additional Services. The unit price (fixed-price) is:

Per Square Meter $__________ Estimated Number of Square

I.V.A.: $__________

Total Not to Exceed for (b) $__________

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: $3,500.00 U. S. Dollars

TOTAL FOR THE SECOND OPTION YEAR: $_____________________ (a + b+ c)

B.8. THIRD OPTION YEAR PRICES

Term: Twelve (12) Months

As per paragraphs B.4.5, and B.4.6, above, insert currency: __________________

(a) Standard Services. The fixed price for the third option year of the contract is:

Per month ____________ x 12 = ____________ + VAT (I.V.A.) ____________ =

Sub-total per year ________________ (with I.V.A.)

(b) Temporary Additional Services. The unit price (fixed-price) is:

Per Square Meter $__________ Estimated Number of Square

I.V.A.: $__________

Total Not to Exceed for (b) $__________

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: $3,500.00 U. S. Dollars

TOTAL FOR THE THIRD OPTION YEAR: $_____________________ (a + b+ c)

B.9. FOURTH OPTION YEAR PRICES

Term: Twelve (12) Months

As per paragraphs B.4.5, and B.4.6, above, insert currency: __________________

(a) Standard Services. The fixed price for the fourth option year of the contract is:

Per month ____________ x 12 = ____________ + VAT (I.V.A.) ____________ =

Sub-total per year ________________ (with I.V.A.)

(b) Temporary Additional Services. The unit price (fixed-price) is:

Per Square Meter $__________ Estimated Number of Square

I.V.A.: $__________

Total Not to Exceed for (b) $__________

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the Government orders to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: $3,500.00 U. S. Dollars

TOTAL FOR THE FOURTH OPTION YEAR: $_____________________ (a + b+ c)

B.10. GRAND TOTAL

Total: $_____________________

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. WORK REQUIREMENTS.

C.1.1. General. The Contractor shall provide services for the Embassy of the United States of America in Mexico City. 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, stairways, sidewalks and patios. The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes.

C.1.2. Personnel. The Contractor shall provide a qualified work force meeting the contract requirements and fully trained window technicians. Regular scheduled training of the qualified work force shall be part of the requirement to maintain the standard. The workforce shall be able to provide the services identified in Section J, Exhibit A, Locations and Time Frames for Janitorial Services.

C.1.3. General Requirements.

C.1.3.1. Definitions.

"General Instructions" mean those instructions, directives and guidelines that apply to all janitorial personnel.

"Chancery" means the embassy building to include the visas annex building.

"Daily" means five (5) days per week, on each non-holiday workday.

“CMR” means the official residence of the Chief of Mission.

“BIO” means the INL building on Reforma Number 265 (two floors)

“BFL” and “ATO” means the building on Liverpool 31

C.1.3.2. General Instructions. The Contractor shall prepare general instructions for the work force. The Contractor shall provide drafts to the Contracting Officer’s Representative (COR) for review within thirty days after award of the contract. The COR must approve these general instructions before issuance. The Contractor shall also submit for approval a detailed draft Work Force Schedule/Program with the Time Frames and Locations, see Section J, Exhibit A, within thirty days after award of the Contract.

C.1.4. Duties and Responsibilities.

C.1.4.1. Certain areas specified in Section J, Exhibit A require an escort and can only be entered during scheduled times. The General Instructions shall emphasize security requirements so that accidental security violations do not occur. The Government shall provide one escort which shall be available 40 hours a week to escort Contractor personnel. An additional escort shall be provided for scheduled work such as window cleaning, carpet washing, etc.

C.1.4.2. Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed on a daily basis.

C.1.4.3. Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which meet the needs of the individual facility. Periodic means once or twice a week or more if required by the COR.

C.1.4.4. Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in paragraph C.2.1, of this contract. The COR shall order these services as needed. This work shall be performed by trained employees of the Contractor, and shall not be subcontracted. The COR may require the Contractor to provide temporary additional services with 24 hour advance notice.

C.1.4.5. The Contractor shall include in its next regular invoice details of the temporary additional services and, if applicable, materials, provided and requested under temporary additional services. The Contractor shall also include a copy of the COR's written confirmation for the temporary additional services.

C.2. TYPES OF SERVICES.

C.2.1. Standard Services shall include the following work:

C.2.1.1. Daily Cleaning Requirements shall consist of:

C.2.1.1.1. Sweeping all floor areas including and not limited to mopping of areas such as tile, linoleum, marble floors, staircases, public areas, stone, asphalt, wooden, concrete floors, sidewalks, car elevators (cabins). 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 when there is inclement weather. 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. The Contractor shall use a heavy-duty industrial type washer machine to ensure adequate cleaning of sidewalks and concrete floors.

C.2.1.1.2. Dusting and cleaning all furniture including and not limited to desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, computers and computer screens, lamps and other common things found in an office environment. Dust and clean all chairs and tables on the terrace and balconies with a wet cloth. Clean all small kitchenettes, kitchenette equipment and appliances, microwaves, spot clean refrigerators, clean pantries, sinks, basins, counters, shelves, backsplash walls and cleaning of the Musset building complex grill in the pool deck area. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

C.2.1.1.3. Vacuuming and cleaning rugs and carpets, runners, and carpet protectors so that they are free from dust, dirt, mud, etc. When completed, the area shall be free of all litter, lint, loose soil and debris. The Contractor shall move any chairs, trash receptacles, and easily moveable items to vacuum underneath, and then replace them in the original position. Rugs and carpets shall be and have a clean spotless appearance at all times.

C.2.1.1.4. Thorough washing and cleaning of toilets, urinals, bathrooms, mirrors, wash basin, stall partitions, doors, walls, shower facilities, lockers and room areas and restroom accessories, using suitable non-abrasive cleaners and disinfectants. All surfaces shall be free of water, grime, soap scum, mold, and smudges. The Contractor shall refill paper towels, toilet paper, paper seat covers (two packages must be placed at all times (the one in use and an additional one)), deodorant and liquid soap in all bathrooms and shower areas as necessary to ensure that supplies do not run out. These items and locations must be cleaned and checked at least four times daily and refills must be provided when supplies are at risk of being low or used up. The Contractor shall check and clean those areas used by the public visiting the chancery at least six times daily to ensure that the facilities are always clean and neat. Deep washing of the bathrooms shall take place after 17:30 p.m., this separate from the aforementioned times. Contractor personnel shall work in a team of two. The Contractor shall keep a log book in each bathroom and/or shower area. The log must show the most recent cleaning date and time, must legibly list the name of the contractor personnel who completed the check of the area, and provide a checklist of what was reviewed and which items were provided. The Contractor personnel must complete the log for each visit.

C.2.1.1.5. Emptying all wastepaper baskets, ashtrays (twice a day) and washing and/or wiping them clean with a damp cloth, replacing plastic wastepaper basket linings and returning items where they were located. If the wastepaper baskets contain food, coffee filters, or anything damp or humid which can produce mildew or is fermentable, the linings are to be replaced.

C.2.1.1.6. Cleaning of glasses, cups, and coffee services in conference facilities and in the Ambassador's office area. The Contractor shall clean the items in hot water and dish soap and rinse, dry and polish them so that a presentable appearance is maintained.

C.2.1.1.7. Removing any grease marks or fingerprints from walls, doors, door frames, radiators, windows and window frames (both sides), glass desk protectors, reception booths, partitions, acrylics, counters and sash, to include offices where the public is attended.

C.2.1.1.8. Removing trash to designated area as directed by the COR, and keeping trash area in reasonably clean condition. Removing bags from shredders when full and replacing with new bags after cleaning inside and around the shredders. Deposit bags in the main recycling areas. Bags furnished by the U.S. Government. See Exhibit C.

C.2.1.1.9. Sweeping debris from walkways and driveways and hose cleaning them during appropriate seasons (taking into consideration environmental restrictions on water if necessary).

C.2.1.1.10. Washing drinking water bottles and drinking fountains, to include disinfecting of 4-gallon plastic water bottles in accordance to the Embassy Health Unit instructions (See Exhibit G). Refill each drinking water bottle with purified water from a purified water source located in each building and covering each bottle with a new plastic cap (screw type). Replace each empty drinking water bottle from each water cooler or dispenser.

C.2.1.1.11. Deposit of newspapers from offices in a recycling area in the garbage room.

C.2.1.1.12. Refilling of hand sanitizer dispensers in all the areas where located, to include surface cleaning, testing dispensers and cleaning of the dispenser when needed. The dispensers shall contain hand sanitizer gel at all times.

C.2.1.1.13. Cleaning hardwood floors with adequate products and procedures, which ensure wood preservation and do not cause damage to the coated finishing beyond the normal wear and tear.

C.2.1.1.14. Collecting cardboard boxes as required and taking them to the designated recycling area.

C.2.1.1.15. Cleaning and disinfecting GYM equipment, furniture and accessories. The Contractor shall refill disinfecting GYM wipes as necessary to ensure that supplies do not run out. These items and locations must be cleaned and checked at least four times, the facilities shall be always clean and neat.

C.2.1.1.16. Musset building complex and Seneca building garbage service. The Contractor shall be responsible for the daily (Monday through Friday) garbage pickup, including the construction debris, and to provide a monetary tip/compensation to the garbage truck from the municipality. All garbage must be removed at the time of the pickup daily. The Contractor shall keep trash area in reasonably clean condition.

C.2.1.1.17. Warehouse – maintain all surfaces and floor free of dust and debris, cleaning of all hospitality kit items, including washing and ironing all bed linens, and washing all towels and bathroom and bedding items and neatly folding them and packing them in hospitality kit receptacles to ensure they remain clean and ready for immediate use.

C.2.1.2. Periodic Cleaning Requirements (once or twice every five days) shall consist of:

C.2.1.2.1. Polishing all brass surfaces including door and window handles, plaques, etc.

C.2.1.2.2. Dusting tops of tall furniture, tops of picture frames and areas not covered in daily dusting.

C.2.1.2.3. Spot cleaning baseboards and walls.

C.2.1.2.4. Spot waxing and polishing all floors as needed. The Contractor is to use a buffering machine and liquid polisher. If any additional product (including the polisher) is to be used it shall be anti-slippery and not water diluted.

C.2.1.2.5. Shampooing (small area spot clean; as needed) carpets. No spin scrub machines shall be used to clean the carpets.

C.2.1.2.6. Dusting windowsills and blinds.

C.2.1.2.7. Cleaning shutters as required.

C.2.1.2.8. Sweeping and washing terraces and balconies to remove all accumulated dirt and debris. Washing of Embassy patio umbrellas, chairs and tables placed on terrace, balconies, and other areas.

C.2.1.2.9. Washing of umbrellas, grilles, railings, chairs and tables on terraces, balconies, patios and swimming pool areas.

C.2.1.2.10. Machine polishing of stone floors, terrazzo floors, marble floors. The products to be used are to be anti-slippery and non-water diluted, including the crystallizer.

C.2.1.2.11. Emptying recycling bins in offices and corridors and return them to the recycle room in the garbage area, to include washing of the recycling bins from offices and corridors.

C.2.1.2.12. Cleaning and sanitizing the trash and recycling areas in each building listed in Section J, Exhibit A and other areas where needed. The process occurs after the garbage/recycling truck removes all debris.

C.2.1.2.13. Washing and disinfecting the coolers/dispensers for the water bottles in accordance with the instructions given by the Embassy Health Unit (See Exhibit G). The Contractor shall have a U. S. Government employee sign a sheet confirming the was completed.

C.2.1.3. Monthly Cleaning Requirements shall consist of:

(The Contractor must present a schedule for these activities and when finished, prepare a report.)

C.2.1.3.1. Cleaning major appliances inside and out including vacuuming dust from around motor areas.

C.2.1.3.2. Wiping window blinds with a damp cloth to ensure that all smudges are removed.

C.2.1.3.3. Moving all furniture and vacuuming or polishing the floor under the furniture as appropriate.

C.2.1.3.4. Washing of inside and outside of windows and frames. The contractor shall provide appropriate procedures which shall meet the applicable sections of the last published version of the Safety and Health Requirements Manual “EM 385-1-1” (available for download from www.usace.army.mil/SafetyandOccupationalHealth). This shall apply to all areas, but not limited to Plaza courtyard perimeter windows, ground floor (PB level) perimeter windows, first, second, third, fourth and fifth floor perimeter windows in balcony areas and hallways. When completed, the windows shall be free of smudges, lint, or streaks from the surface.

C.2.1.3.5. Sweeping and cleaning of roofs and trenches (under Delta barriers).

C.2.1.3.6. Cleaning vinyl floor and children’s rubber mats in the Passport waiting room using equipment as described in J.3, Exhibit B.

C.2.1.3.7. Pressure washing of metal grilles with at least 2200psi with the water pressure equipment as described in J.3, Exhibit B.

C.2.1.3.8. Dusting of bookshelves and books in the Benjamin Franklin Library including the removal of the books and the return of the books to the same place.

C.2.1.3.9. Washing the fountain tile (exterior on top and sides). When completed the tile shall be free of smudges, lint, or streaks from the surfaces.

C.2.1.3.10. Removal of bag in main disintegrator (shredder located in the basement) when full upon request and replacing with new bag after cleaning inside and around and disposing of bag in the main recycling area.

C.2.1.3.11. Pressure washing of the basement garages. The Contractor shall use a heavy-duty industrial type washer machine to ensure adequate and professional cleaning of the sidewalks, vehicle ramps and the entire parking area.

C.2.1.3.12. Washing the Musset building complex fountain stones. When completed the stones shall be free of smudges, mold, lint, or streaks from the surfaces.

C.2.1.4. Quarterly Cleaning Requirements shall consist of:

(The Contractor must present a schedule for these activities and when finished, prepare a report.)

C.2.1.4.1. Washing of façades windows and sashes of all buildings, to include the Chancery from the second to the fifth floor on the inside and outside and the Seneca building interior and exterior facades. The contractor shall provide special equipment to hang on the façade during cleaning. It shall be attached to special rings already existing in different parts of the roof. All the equipment and procedures shall meet the applicable sections of the last published version of the Safety and Health Requirements Manual “EM 385-1-1” (available for download from www.usace.army.mil/SafetyandOccupationalHealth). When completed the windows shall be free of smudges, lint, or streaks from the surfaces.

C.2.1.4.2. Removing and washing window blinds.

C.2.1.4.3. Deep cleaning and shampooing the entire surface of carpets in the high traffic areas by using professional equipment described in J.3, Exhibit B. No spin scrub machines shall be use to clean carpets.

C.2.1.4.4. Cleaning and sanitizing the trash holding area and the parking lot area with water pressure equipment as described in J.3, Exhibit B.

C.2.1.4.5. Dusting and wiping light fixtures and chandeliers. When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks.

C.2.1.4.6. Pressure wash the metal walls inside and outside on Danibio Streets (Visa applicants), inside and outside parapets in the first floor, walls, and fence around the chancery, barricades, drop arms and delta doors, to include ventilation shafts for emergency generators with water pressure equipment as described in J.3, Exhibit B. Sidewalks are to be pressure washed deeply with water pressure equipment as well.

C.2.1.5. Semi-Annual Cleaning Requirements shall consist of (two times per year):

(The Contractor must present a schedule of these activities and when finished, prepare a report.)

C.2.1.5.1. Shampooing carpets in all areas using professional equipment described in J.3, Exhibit B. When completed the carpets shall be free of any stain.

C.2.1.5.2. 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.

C.2.1.5.3. Pressure washing and cleaning with water pressure equipment as described in J.3, Exhibit B inside and outside of all walls, to include exterior perimeter walls of all buildings such as annex buildings, NIV, commissary, Motor Pool, CAC's, etc., that have plaster/metal finish. Wash with low water pressure the brown stone like finish of the rest of the NIV building.

C.3..MANAGEMENT AND SUPERVISION

C.3.1. Contractor Management.

C.3.1.1. Project Manager. The Contractor shall designate project managers, one of whom shall be on site at all times that contractor employees are on site. The project managers shall be responsible for on-site supervision of the Contractor's workforce at all times. The project managers shall have sufficient experience in supervision and coordination of janitorial staff. The project managers shall have supervision and operation management as his or her sole function.

C.3.1.2. Customer service representative. The contractor shall designate an on-site customer service representative who shall be the focal point for the Contractor and the main point of contact with U.S. Government personnel during the official embassy business hours. The Customer service representative shall have sufficient English language skills to be able to communicate with members of the U.S. Government staff and the administrative skills required to perform the administrative aspects of this contract. The Customer service representative shall have customer service as his or her sole function.

The Customer Service Representative shall comply with one of the following levels of English Proficiency:

The Contractor shall submit a certificate from each of their personnel after taking the test for TOEIC PBT, TOEFL ITP/PBT, TOEFL iBT or Berlitz with a minimum of the above proficiency.

C.3.1.3. Janitorial Foremen. The Contractor shall designate and assign a janitorial foreman to each building outside and inside the embassy compound, to include a janitorial foreman for each of the following location: Chancery building, NIV pavilion, Benjamin Franklin Library, BIO Building, Musset building complex, Seneca building and the Chief of Mission Residence (CMR).

C.3.1.4. Area Supervisor. The Contractor shall also designate an Area Supervisor to visit and review the premises twice a month.

C.3.1.5. The Contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan of the personnel to be used and the time frame to perform the service. Any requirement from Section C which is not completed will be deducted from the monthly invoice. For example, if toilet paper is missing in a bathroom, dirty, etc., the square meters of the bathroom will reduced from the monthly invoice, if a desk is dirty, the area where the desk is located will be reduced (not the entire office).

C.3.1.6. The Contractor shall be responsible for quality management. The Contractor shall deliver a Quality Management Plan (QMP) to the Contracting Officer’s Representative (COR) for review within thirty days after award of the contract. The COR must approve these general instructions before issuance. The QMP shall define the procedures to perform Quality Metrics, Quality Checklist, on-site inspections, and Perform Quality Assurance and Quality Control.

C.3.1.7. The Contractor shall control overtime through efficient use of the work force. Individual work schedules shall not exceed 48 hours per week to preclude overtime being part of the standard services provided under the contract. Overtime may be necessary under Temporary Additional Services. Overtime shall not be used to cover absences or annual or sick leave. The Contractor shall not have the work force work double shifts to cover absences or annual or sick leave. The schedule shall include work from Monday to Friday, and for the Chancery building and Visas building to include Saturdays. The services for the Chancery and Visas building shall start daily at 06:00 a.m. The work force shifts shall be in accordance with the times in Attachment A. Areas where an escort is required shall start at 08:30 and end at 17:30 p.m. Escort outside these working hours can be scheduled for programmed cleaning such as carpet washing, etc. For all of the other buildings the schedule shall include work from Monday to Friday, the working hours shall be from 08:30 a.m., to 17:30 pm.

C.3.1.8. The Contractor shall prepare and deliver a monthly report to the COR . The report shall include how and when the services were accomplished during the month, the outcomes of the quality management plan, the complaints received, if any, and a brief schedule of relevant activities planned for next month.

C.3.1.9. Safety Management Plan. The Contractor shall prepare and deliver a Safety Management Plan to the COR for Post Occupational Safety and Health Officer (POSHO) review within thirty days after award of the contract. The POSHO review must be approved before the janitorial service initiate.

SECTION D

PACKAGING AND MARKING

RESERVED

SECTION E

INSPECTION AND ACCEPTANCE

E.1. 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also the full text of a clause may be accessed electronically at:

http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.246-4 INSPECTION OF SERVICES – FIXED-PRICE (AUG 1996)

E.2. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP).

This plan is designed to provide an effective surveillance method to promote effective 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 conduct quality assurance to ensure that contract standards are achieved.

Services.

Performs all janitorial services set forth in the performance work statement (PWS)

C.1 thru C.3

All required services are performed and no more than three (3) customer complaint is received per month

E.2.1. 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.

E.2.2. Standard. The performance standard is that the Government receives no more than three (3) 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 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.2.3. 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.

SECTION F

DELIVERIES OR PERFORMANCE

F.1. 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at:

http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

F.2.1. The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months.

F.2.2. The Government may extend this contract for up to four (4) additional 12-month periods in accordance with the option clause in Section I. 52.217-9, Option to Extend the Term of the Contract, which also specifies the total duration of this contract. See also Section I, FAR 52.217-8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government. The initial period of performance includes any transition period authorized under the contract if any.

F.3. DELIVERY SCHEDULE

The following items shall be delivered under this contract.

Description Quantity Delivery Date Deliver To

C.1.3.2. General Instructions 1 30 days after award COR and work force Schedule/Program with time frames and locations

C.3.1.5. Schedule 1 Weekly COR

C.3.1.6. Quality Management Plan 1 30 days after award COR

C.3.1.8. Monthly Report 1 Monthly COR

C.3.1.9. Safety Management Plan 1 30 days after award COR

F.4. NOTICE TO PROCEED

After contract award and submission of insurance certificates, the Contractor shall be sent a Notice to Proceed. That Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

SECTION G

CONTRACT ADMINISTRATION DATA

G.1. 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is the Facilities Design Architect/Engineer.

G.1.2 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2. SUBMISSION OF INVOICES

652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE) (AUG 1999)

(a) General. The Government shall pay the Contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed-price stated in this contract.

(b) Monthly Invoice. The Contractor shall submit monthly electronic invoices as instructed below. To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e). FAR 52.232-25 and the following minimum requirements:

1. Typed (not hand written);

2. Statement that prior payment has not been made;

3. Contractor’s name and complete address;

4. Contractor’s RFC;

5. Date issued;

6. Issue Invoice as follows:

Embajada de Estados Unidos de Norteamerica;

Paseo de la Reforma Number 305, Colonia Cuauhtémoc, Mexico, D. F., C.P. 06500;

RFC: EEU 930201 289;

7. Period of performance being charged;

8. Contract number/Purchase Order Number;

9. List the items/services being provided by line item number as stated in the Contract or the Delivery/Task Order;

10. IVA broken down (if applicable);

11. Amount must be in numbers and spelled out;

12. Refer to payment FAR Clauses contained in Section I for Request for Proposal (RFP) format or Section 2 for Commercial items format entitled “Contract Clauses”.

13. Copy of the corresponding Vendor Registration Form (see Section J/Exhibits D and E)

-Send invoice to:

-Submit electronic invoices to the following electronic mail address:

mexfmcinvoices@state.gov

(c) Contractor Remittance Address. The Government will make payment to the Contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:

G.3. VALUE ADDED TAX

The contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1. SECURITY

H.1.1. General. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract.

H.1.2. Identity Cards. The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identify card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the 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.

H.2. STANDARDS OF CONDUCT

(a) General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. 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 cost to the Government.

(b) Uniforms. The Contractor's employees shall wear clean, neat and identifiable uniforms, although not necessarily identical uniforms. All employees shall wear accreditation at all times.

(c) 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 that interfere with normal and efficient Government operations.

(e) 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.

(f) 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:

· 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;

· unauthorized use of Government property, theft, vandalism, or immoral conduct;

· unethical or improper use of official authority or credentials;

· security violations; or,

· organizing or participating in gambling in any form.

(g) 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.

H.3. PERSONNEL HEALTH REQUIREMENTS

All employees shall be in good general health without physical disabilities that would interfere with acceptable performance of their duties. All employees shall be free from communicable diseases.

H.4. LAWFUL OPERATION, PERMITS, AND INDEMNIFICATION

(a) Bonds. The Government imposes no bonding requirement on this contract. The Contractor shall provide any official bonds required, pay any fees or costs involved or related to the authorization for the equipping of any employees engaged in providing services specified under this contract if such bonds or payments are legally required by the local government or local practice.

(b) Employee Salary Benefits. The Contractor shall be responsible for payment of all employee wages and benefits required by host country law or agreements with its employees. The Government, its agencies, agents, and employees shall not be part of any legal action or obligation regarding these benefits which may subsequently arise. Where local law requires bonuses, specific minimum wage levels, premium pay for holidays, payments for social security, pensions, sick or health benefits, severance payments, child care or any other benefit, the Contractor is responsible for payments of these costs and must include them in the fixed prices in this contract.

(c) Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract. The Contractor's assumption of absolute liability is independent of any insurance policies.

(d) 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:

General Liability

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.

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

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

1. any property of the Contractor,

1. its officers,

1. agents,

1. servants,

1. employees, or

1. any other person, arising from and incident to the Contractor's performance of this contract.

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.

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.

The Contractor shall comply with all Mexican Government laws regarding Worker’s Compensation and Employer’s Liability.

Under Mexican law, employees must be enrolled in the Mexican Social Security Institute (IMSS). The Institute provides for employees’ and their dependents’ medical attention, hospitalization, and limited unemployment compensation in cases of illness and maternity, occupational disease and accidents in addition to disability and old-age pensions, etc. The amounts depend on the salary of the employees. If local law requires additional coverage for the services being provided under this Contract, the Contractor must comply. 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 Contractor shall enable their employees to visit the IMSS doctor as primary health care giver as per local law. The Contractor shall provide copies of the IMSS receipts/documents of the Contractor employees to the COR upon request.

(e) Permits. Without additional cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work under this contract. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting Officer with its proposal. Application, justification, fees, and certifications for any licenses required by the host government are entirely the responsibility of the Contractor.

H.5. CERTIFICATE OF INSURANCE

The Contractor shall furnish to the Contracting Officer a current certificate of insurance as evidence of the insurance required. In addition, the Contractor shall furnish evidence of a commitment by the insurance carrier to notify the Contracting Officer in writing of any material change, expiration or cancellation of any of the insurance policies required not less than thirty (30) days before such change, expiration or cancellation is effective. If Contractor is self-insured then the Contractor shall not change or decrease the coverage without the Contracting Officer's approval.

H.6. RECRUITMENT OF THIRD COUNTRY NATIONALS (TCN) FOR PERFORMANCE ON DEPARTMENT OF STATE CONTRACTS (OCT 2012)

1. On contracts exceeding $150,000 where performance will require the recruitment of non-professional third country nationals, the offeror is required to submit a Recruitment Plan as part of the…