Solicitation package 19GE5023R0016.pdf

AMERICAN CONSULATE GENERAL

Regional Procurement Support Office

Giessener Strasse 30

60435 Frankfurt am Main

Germany

Tel: +49 60 7535 3317

Email: Yarashevitshk@state.gov

January 27, 2023

Subject: Solicitation No.: 19GE5023R0016

Janitorial Services

U.S. Compounds Biblis and Lampertheim, Germany

Dear Ladies and Gentlemen, The Regional Procurement Support Office (RPSO) would like to invite your company to submit a proposal for Janitorial Services for the U.S. Compounds Biblis and Lampertheim, Germany. This solicitation may result in issuance of a firm fixed-price Indefinite-Delivery Indefinite-Quantity contract for one (1) base year with four one-year optional periods to renew.

Use of the specifications for purposes other than submitting a proposal under this solicitation is prohibited. All discussions pertaining to these services will be in the English language. If you intend to submit a proposal, you should thoroughly examine all documents contained in the solicitation package.

An organized Site Visit is scheduled to be conducted at the U.S. compounds Biblis and Lampertheim on Wednesday, February 15, 2023 at 09:00 CET in Lampertheim and on Thursday, February 16, 2023 at 09:00 CET in Biblis.

USAGM Lampertheim

Wildbahn 6

68623

Lampertheim, DE

USAGM Biblis

Ausserhalb 10

68647

Biblis, DE

Offerors planning to attend the Site Visit must register by email the names of their company’s representatives (maximum of two) to the attention of Ms. Monika Atkinson at matkinson@usagm.gov at least 2 working days prior to the scheduled date. The offeror is responsible for providing their own transportation.

mailto:matkinson@usagm.gov

Questions shall be submitted as soon as possible but not later than Monday, February 20, 2023, by

16:00 hours Central European Time (CET). Any questions you may have concerning the solicitation document should be submitted in writing via email to Katsiaryna Yarashevitsh:

Yarashevitshk@state.gov and copy to FrankfurtRPSO@state.gov so that a response can be provided prior to the solicitation closing date.

The proposal shall be submitted as a pdf document emailed to Yarashevitshk@state.gov and copy to

FrankfurtRPSO@state.gov as soon as possible but not later than Friday, March 10, 2023 by 16:00 hours Central European Time (CET). The email subject line must read “Proposal

19GE5023R0016”. The email size shall not exceed 45MB.

No proposal will be accepted after the specified time.

Each offeror will be responsible for determining the amount of labor that will be required to complete the services, and for pricing their proposal accordingly. Further, each offeror is responsible for furnishing complete information to its subcontractors. Subcontractors shall not be referred to the U.S.

Government concerning the requirement.

The Contracting Officer reserves the right to reject any and all proposals and to waive any information or minor irregularities in proposals received. In addition, the Contracting Officer reserves the right to establish a competitive range of one or more offerors and to conduct further negotiations concerning price and other terms before awarding a contract, or to award the contract based upon initial proposals received without holding discussions.

Thank you for your interest in this U.S. Government procurement project.

Any questions regarding this solicitation should be directed to Katsiaryna Yarashevitsh, Contract

Specialist, tel: (+49) 69 7535 3317, or email: Yarashevitshk@state.gov.

Sincerely, //S//

Nicolas A. Wilhelm

Contracting Officer mailto:Yarashevitshk@state.gov mailto:FrankfurtRPSO@state.gov mailto:Yarashevitshk@state.gov mailto:FrankfurtRPSO@state.gov mailto:Yarashevitshk@state.gov

SOLICITATION DOCUMENT

Janitorial Services

U.S. Compounds Biblis and Lampertheim, Germany

SOLICITATION NO. 19GE5023R0016

Issued by:

U.S. Consulate General

Regional Procurement Support Office

Giessener Strasse 30

60435 Frankfurt am Main

Germany

19GE5023R0016

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5023R0016

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

01/27/2023

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Katsiaryna Yarashevitsh

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL YarashevitshK@state.gov

8. OFFER DUE DATE / LOCAL

TIME

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

MULTICODE15. DELIVER TO

SEE

SCHEDULE

MULTI, XX 00000

CODE OPEAQM16. ADMINISTERED BY

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

OPEAQMCODE18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY BERLIN

AMERICAN EMBASSY, CLAYALLEE 170

FINANCIAL MANAGEMENT CENTER, ATTN. DBO

14191, Berlin, GERMANY

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

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

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

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

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

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

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES 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.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

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

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Nicolas Wilhelm

31c. DATE SIGNED 01/27/2023

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS // CGFS

Line Item Summary

Solicitation Number:

19GE5023R0016

Contract Number: Title: JANITORIAL SERVICES FOR

BIBLIS AND LAMPERTHEIM

Date of Solicitation:

01/27/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 Base Year

CLIN 0001 Standard Janitorial Services on daily basis

CLIN 0002 Periodic Supervisor Services on one time a week CLIN 0003 Periodic Janitorial services on as- needed basis

CLIN 0004 Monthly Janitorial services on one time a month

CLIN 0005 Quarterly Janitorial services on every three months

CLIN 0006 Semi-annual Janitorial services twice a year

CLIN 0007 19% Value Added Tax (VAT)

CLIN 0008 Defense Base Act (DBA) insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 SV

002 First Option Year

CLIN 1001 Standard Janitorial Services on daily basis

CLIN 1002 Periodic Supervisor Services on one time a week CLIN 1003 Periodic Janitorial services on as- needed basis

CLIN 1004 Monthly Janitorial services on one time a month

CLIN 1005 Quarterly Janitorial services on every three months

CLIN 1006 Semi-annual Janitorial services twice a year

CLIN 1007 19% Value Added Tax (VAT)

CLIN 1008 Defense Base Act (DBA) insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 SV

003 Second Option Year

CLIN 2001 Standard Janitorial Services on daily basis

CLIN 2002 Periodic Supervisor Services on one time a week CLIN 2003 Periodic Janitorial services on as- needed basis

CLIN 2004 Monthly Janitorial services on one time a month

1.00 SV

Line Item Summary

Solicitation Number:

19GE5023R0016

Contract Number: Title: JANITORIAL SERVICES FOR

BIBLIS AND LAMPERTHEIM

Date of Solicitation:

01/27/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

CLIN 2005 Quarterly Janitorial services on every three months

CLIN 2006 Semi-annual Janitorial services twice a year

CLIN 2007 19% Value Added Tax (VAT)

CLIN 2008 Defense Base Act (DBA) insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

004 Third Option Year

CLIN 3001 Standard Janitorial Services on daily basis

CLIN 3002 Periodic Supervisor Services on one time a week CLIN 3003 Periodic Janitorial services on as- needed basis

CLIN 3004 Monthly Janitorial services on one time a month

CLIN 3005 Quarterly Janitorial services on every three months

CLIN 3006 Semi-annual Janitorial services twice a year

CLIN 3007 19% Value Added Tax (VAT)

CLIN 3008 Defense Base Act (DBA) insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 SV

005 Fourth Option Year

CLIN 4001 Standard Janitorial Services on daily basis

CLIN 4002 Periodic Supervisor Services on one time a week CLIN 4003 Periodic Janitorial services on as- needed basis

CLIN 4004 Monthly Janitorial services on one time a month

CLIN 4005 Quarterly Janitorial services on every three months

CLIN 4006 Semi-annual Janitorial services twice a year

CLIN 4007 19% Value Added Tax (VAT)

CLIN 4008 Defense Base Act (DBA) insurance (if applicable) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 SV

Section A - Solicitation/Contract Form

TABLE OF CONTENTS

Section I - The Schedule

- SF 1449 cover sheet

- Continuation To SF-1449, RFP Number 19GE5023R0016, Prices, Block 23

- Continuation To SF-1449, RFP Number 19GE5023R0016, Schedule of Supplies/Services, Block 20 Description/

Specifications/Work Statement

- Attachment A to Description/Specifications/Performance Work Statement: Areas Summary

- Attachment B: W-14 form

- Attachment C: W-14 instructions

Section II - Contract Clauses

- Contract Clauses

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

Section III - Solicitation Provisions

- Solicitation Provisions

- Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section IV - Evaluation Factors

- Evaluation Factors

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

Section V - Representations and Certifications

- Offeror Representations and Certifications

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

SECTION I - THE SCHEDULE

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price Indefinite-Delivery Indefinite-Quantity (IDIQ) contract is to provide for Janitorial Services in accordance with the Statement of Work.

B. This is an IDIQ type of contract against which task orders may be placed. The quantities set forth in the pricing section are estimates for evaluation purposes only; the Government does not guarantee that such quantities will be ordered. The contract will be for a one-year period from the date of the contract award, with four (4) one-year options.

C. The Firm-Fixed Price shall include all labor, overhead, profit, general liability insurance, and transportation necessary to deliver the required services. No additional sums will be payable on account of any escalation in the cost of transportation, general liability insurance or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost, or difficulty in achieving the results required by this contract. The contract price will not be adjusted because of fluctuations in currency exchange rates.

Changes in the contract price, or time to complete, will be made only for changes made by the Government in the work to be performed, or by delays caused by the Government. Any costs not priced will be considered to be included in the overhead and other indirect costs.

D. The general liability policy required of the Contractor shall name “the United States of America” as additional insured. The general liability insurance shall be as required by law or as ordinarily 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. The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to Government’s property in Contractor’s custody, any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from, and incident to, the Contractor's performance of the work detailed herein. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government. The Contractor shall submit evidence of general liability insurance within 15 calendar days after award.

E. Value Added Tax (VAT). VAT is not included in the contract line item numbers (CLINs) rates. The Contractor shall provide VAT as a separate line item in the contract and on all invoices.

This contract is subject to the applicable Value Added Tax (VAT) in Germany. The Contractor shall include the applicable VAT as a separate line item on all invoices under this contract. The United States Embassy shall pay to the Contractor all properly invoiced VAT. The Contractor will be reimbursed for VAT only to the extent that the contractor provides documentary proof that VAT has been paid to the host government, and only up to the amount quoted in Part II, Pricing.

F. Defense Base Act (DBA) Insurance:

(a) The Department of Labor has waived the DBA insurance for the countries in paragraph (b) of this subsection. United States citizens or residents and individuals hired in the United States, regardless of citizenship shall be required to obtain DBA insurance.

Evidence of DBA insurance shall be submitted within 15 days of award. The DBA Insurance shall be obtained from any U.S.

Department of Labor (DOL) authorized DBA insurance broker. A list of DOL-authorized insurance brokers is available at the following address: http://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA insurance cost will be evaluated as part of the total evaluated firm fixed price and included in the firm fixed price of the task order. The Contractor shall be reimbursed for the cost of DBA insurance only upon providing proof of payment.

(b) The DoL has waived DBA insurance for the listed countries as provided under:

https://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm.

(c) Germany is listed on the DOL Active DBA Waiver list and therefore DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs), performing under this contract is not required. However, DBA Insurance for U.S. citizens performing under this contract is required.

(d) The Contractor will be reimbursed for DBA insurance only to the extent the contractor provides documentary proof that DBA insurance has been paid and only to the extent quoted in CLINs 0008, 1008, 2008, 3008 and 4008.

G. Minimum and Maximum Amounts: During life of this contract, the Government shall place orders totaling a minimum of $5,000.00 or local currency equivalent. This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed $1,700,000.00 or local currency equivalent, which reflects the contract maximum.

H. James Zadroga 9/11 Victims Health and Compensation Act of 2010 Notice: Unless a waiver or exception applies, payments subsequent to this procurement are subject to an excise tax of 2% pursuant to 26 U.S.C. 5000C.

II. PRICING

BASE YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

0001 Standard Janitorial services on daily basis as specified in the SOW, Paragraph 3.1

Hour 2080/per person

0002 Periodic Supervisor Services on one time a week as specified in

Hour 416/per person the SOW, Paragraph 4.1.

0003 Periodic Janitorial services on as-needed basis as specified in the SOW, Paragraph 3.2

Hour 320

0004 Monthly Janitorial services on one time a month as specified in the SOW, Paragraph 3.3

Hour 384

0005 Quarterly Janitorial services on every three months as specified in the SOW, Paragraph 3.4

Hour 192

0006 Semi-annual Janitorial services twice a year as specified in the SOW, Paragraph 3.5

Hour 384

0007 19% Value Added Tax (VAT)

Lot 1

0008 Defense Base Act (DBA) insurance, if applicable

Lot 1

Total Firm Fixed-Price (CLINs 0001-0008)

* Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/contract.

FIRST OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

1001 Standard Janitorial services on daily basis as specified in the SOW, Paragraph 3.1

Hour 2080/per person

1002 Periodic Supervisor Services on one time a week as specified in the SOW, Paragraph 4.1.

Hour 416/per person

1003 Periodic Janitorial services on as-needed basis as specified in the SOW, Paragraph 3.2

Hour 320

1004 Monthly Janitorial services on one time a month as specified in the SOW, Paragraph 3.3

Hour 384

1005 Quarterly Janitorial services on every three months as specified in the SOW, Paragraph 3.4

Hour 192

1006 Semi-annual Janitorial services twice a year as specified in the SOW, Paragraph 3.5

Hour 384

1007 19% Value Added Tax (VAT)

Lot 1

1008 Defense Base Act (DBA) insurance, if applicable

Lot 1

Total Firm Fixed-Price (CLINs 1001-1008)

* Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/contract.

SECOND OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

2001 Standard Janitorial services on daily basis as specified in the SOW, Paragraph 3.1

Hour 2080/per person

2002 Periodic Supervisor Services on one time a week as specified in the SOW, Paragraph 4.1.

Hour 416/per person

2003 Periodic Janitorial services on as-needed basis as specified in the SOW, Paragraph 3.2

Hour 320

2004 Monthly Janitorial services on one time a month as specified in the SOW, Paragraph 3.3

Hour 384

2005 Quarterly Janitorial services on every three months as specified in the SOW, Paragraph 3.4

Hour 192

2006 Semi-annual Janitorial services twice a year as specified in the SOW, Paragraph 3.5

Hour 384

2007 19% Value Added Tax (VAT)

Lot 1

2008 Defense Base Act (DBA) insurance, if applicable

Lot 1

Total Firm Fixed-Price (CLINs 2001-2008)

* Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/contract.

THIRD OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

3001 Standard Janitorial services on daily basis as specified in the SOW, Paragraph 3.1

Hour 2080/per person

3002 Periodic Supervisor Services on one time a week as specified in the SOW, Paragraph 4.1.

Hour 416/per person

3003 Periodic Janitorial services on as-needed basis as specified in the SOW, Paragraph 3.2

Hour 320

3004 Monthly Janitorial services on one time a month as specified in the SOW, Paragraph 3.3

Hour 384

3005 Quarterly Janitorial services on every three months as specified in the SOW, Paragraph 3.4

Hour 192

3006 Semi-annual Janitorial services twice a year as specified in the SOW, Paragraph 3.5

Hour 384

3007 19% Value Added Tax (VAT)

Lot 1

3008 Defense Base Act (DBA) insurance, if applicable

Lot 1

Total Firm Fixed-Price (CLINs 3001-3008)

* Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/contract.

FOURTH OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

4001 Standard Janitorial services on daily basis as specified in the SOW, Paragraph 3.1

Hour 2080/per person

4002 Periodic Supervisor Services on one time a week as specified in the SOW, Paragraph 4.1.

Hour 416/per person

4003 Periodic Janitorial services on as-needed basis as specified in the SOW, Paragraph 3.2

Hour 320

4004 Monthly Janitorial services on one time a month as specified in the SOW, Paragraph 3.3

Hour 384

4005 Quarterly Janitorial services on every three months as specified in the SOW, Paragraph 3.4

Hour 192

4006 Semi-annual Janitorial services twice a year as specified in the SOW, Paragraph 3.5

Hour 384

4007 19% Value Added Tax (VAT)

Lot 1

4008 Defense Base Act (DBA) insurance, if applicable

Lot 1

Total Firm Fixed-Price (CLINs 4001-4008)

* Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/contract.

State Currency: __________________

Summary:

Total Base Year __________________ Total First Option Year __________________ Total Second Option Year __________________ Total Third Option Year __________________ Total Fourth Option Year __________________

Grand total (estimated contract amount): __________________

CONTINUATION TO SF-1449,

RFP NUMBER 19GE5023R0016

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. STATEMENT OF WORK

The purpose of this firm-fixed price contract is to obtain janitorial services (housekeeping) for property owned or managed by the U.S.

Government at the United States compounds in Biblis and Lampertheim, Germany. The Contractor shall perform janitorial services in all designated spaces including, but are not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators and stairways.

The contractor shall furnish all administrative, supervision 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. The contractor shall provide cleaning services as prescribed in the general directions that follow including locations for janitorial services in Section 3.0.

1.1 General Instructions

The Contractor shall prepare general instructions for the work force. The Contractor shall provide drafts to the Contracting Officer's Representative (COR) for review within 30 days after contract award. The Contracting Officer’s Representative must approve these general instructions before issuance.

2. DUTIES AND RESPONSIBILITIES

2.1 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.

2.2 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.

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

The Contractor shall include in its nest regular invoice details of the temporary additional services. The Contractor shall also include a copy of the COR’s written confirmation for the temporary additional services.

3. TYPES OF SERVICES

Standard Services shall include the following work:

3.1 DAILY CLEANING REQUIREMENTS

3.1.1 Sweeping all floor areas including damp mopping of areas such as tile, linoleum, marble Floors, staircases and public areas.

Floors shall be free of dust, mud, sand, footprints, liquid spills, and other debris. Chairs, trash receptacles, and easily moveable items shall be tilted or moved to clean underneath. The frequency may be higher than once per day when it is rainy or dusty. 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.

3.1.2 Dusting and cleaning all furniture including desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, coat racks, umbrella stands, pictures, maps, telephones, computers, lamps and other common things found in an office environment. All furniture shall be free of dust, dirt, and sticky surfaces and areas.

3.1.3 Vacuuming all clean rugs and carpets, runners, and carpet protectors so that they are free from dust, dirt, mud, etc. When completed, the area shall be free of all litter, lint, loose soil and debris. Any chairs, trash receptacles, and easily moveable items shall be moved to vacuum underneath, and then replaced in the original position.

3.1.4 Thorough cleaning of toilets, bathrooms, mirrors, and shower facilities, using suitable non-abrasive cleaners and disinfectants.

All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall check and refill, if necessary, paper towels, toilet paper, and soap in all bathrooms. The Contractor shall check those areas used by people visiting the Station several times daily to ensure that the facilities are always clean and neat.

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

3.1.6 Cleaning of glasses, cups, other kitchen utensils as needed in the conference room, classroom, and in the admin and transmitter kitchens. The Contractor shall clean the items in hot soapy water and rinse, dry and polish so that a presentable appearance is maintained.

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

3.1.8 Removing garbage to designated area as directed by the COR and keeping the garbage area in a reasonably clean condition is the responsibility of the Contractor. The Contractor shall be responsible for coordinating /meeting with the trash removal contractor each day to facilitate trash removal from the compound in a timely manner.

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

3.1.10 Trash removal site shall be designated by the Facility Manager. The Contractor shall dispose of recyclable materials and all other waste materials on a daily basis to the appropriate trash removal locations.

3.2 PERIODIC CLEANING REQUIREMENTS

3.2.1 Polishing all brass surfaces including door and window handles, plaques on an as-needed basis.

3.2.2 Dusting tops of tall furniture, tops of picture frames, door frames and areas not covered in daily dusting on an as-needed basis.

3.2.3 Spot cleaning baseboards and walls on an as-needed basis.

3.2.4 Spot waxing and polishing floors as needed on an as-needed basis.

3.2.5 Shampooing (small areas/spot cleaning) carpets on an as-needed basis.

3.2.6 Dusting windowsills/jambs and sunshades/blinds on an as-needed basis.

3.2.7 Cleaning shutters as required on an as-needed basis.

3.2.8 Sweeping and washing terraces and balconies to remove all accumulated dirt, trash debris on an as-needed basis.

3.2.9 Contractor will be responsible for periodic move of trash dumpsters.

3.3 MONTHLY CLEANING REQUIREMENTS

3.3.1 Cleaning major appliances inside and out (e.g., refrigerator, oven, microwave etc.).

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

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

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

3.4 QUARTERLY CLEANING REQUIREMENTS

3.4.1 Removing and washing window blinds.

3.4.2 Shampooing the entire surface of carpets in the high traffic areas.

3.4.3 Cleaning and sanitizing the trash holding area.

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

3.5 SEMI-ANNUAL CLEANING REQUIREMENTS

3.5.1 Stripping wax coats, spot checking sealer coats, and completely reapplying wax coats.

3.5.2 Shampooing carpets in all areas.

3.5.3 Cleaning all light fixtures using appropriate methods to restore the original luster to the fixtures. This will include ensuring that all crystal reflectors/bulbs are individually washed.

3.5.4 All glass windows and glass doors shall be cleaned using an appropriate glass cleaning compound. Interior and exterior services of the glass shall be cleaned and dried. All interior window frames, sills and handles shall be washed and dried. When completed the windows shall be free of smudges, lint, or streaks from the surfaces.

3.5.5 Cleaning gutters and down spouts of all collected debris.

4. MANAGEMENT AND SUPERVISION

4.1 The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at one time a week. This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have sufficient English language skill to be able to communicate with members of the U.S.

Government staff. The supervisor shall take on the role as his or her sole function.

Required Qualifications of Supervisors:

- English Language Proficiency: CEFR level: B2

- Education and Experience Background: High school diploma; 5 year experience in the housekeeping or related professional area or 2-year degree from an accredited vocational institution in: Hotel and Restaurant Management, Hospitality, Business Administration, or related major; 3 year-work experience.

The U.S. Government shall conduct background checks on all Contractor-proposed supervisors and personnel. The Contractor shall replace personnel who fail to pass the required background check.

During the entire performance period of this contract, the Contractor shall make no substitutions of supervisors unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph 4.1 to the Contracting Officer at least 15 days prior to making any permanent substitutions. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitution, complete resume for the proposed substitute, and any additional information requested by the Contracting Officer. The proposed substitute shall possess qualifications comparable to the original supervisors, as well as satisfying any minimum standards set forth elsewhere in the solicitation/contract. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the substitution. This clause will be modified to reflect any changes in key personnel.

4.2 The Contractor shall maintain schedules of each employee. 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/schedule for all on-site personnel. The plan/schedule shall include the working hours and assigned tasks for all on-site personnel.

4.3 The Contractor shall be responsible for quality control. The Contractor shall perform inspection/Quality checks visits to all work sites on a weekly basis. The Contractor shall coordinate these visits with the COR or a designated U.S. Government representative. These visits shall not be made known to personnel working on-site before they occur.

4.4 The Contractor shall institute an appropriate inspection system including checklists of duties to be carried out, ensuring these duties are carried out by the supervisory staff and senior employees, and carrying out inspections to determine whether the various services are being performed according to the contract requirements. Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the Contractor shall be brought to the attention of the Contracting Officer or COR for disposition.

5. WORKING HOURS

(a) All standard services are to be delivered on regular Consulate working days. The normal work week will be from Monday to Friday, 40-hour work week. Working hours are from 07:00 to 15:30 with a 30-minute lunch break.

(b) All work shall be performed during the hours as stipulated above, except for the holidays identified below.

The Department of State observes the following American holidays:

- New Year’s Day

- President’s Day

- Independence Day

- Columbus Day

- Juneteenth

- Thanksgiving Day

- Martin Luther King’s birthday

- Memorial Day

- Labor Day

- Veterans Day

- Christmas Day

- Any other day designated by Federal law, Executive Order or Presidential Proclamation.

When any such day falls on a Saturday, the preceding Friday is observed; when any such day falls on a Sunday, the following Monday is observed.

In addition to the above, U.S. Agency for Global Media (USAGM) shall observe the holidays being observed by the American Consulate General Frankfurt, i.e. the German holidays observed in the state of Hessen, as follows:

- Easter Monday (Oster Montag)

- Good Friday (Karfreitag)

- German Labor Day (Maifeiertag)

- Corpus Christi (Fronleichnam)

- German Unity Day (Tag der Deutschen Einheit)

- Second Christmas Day

- Ascension Day (Christi Himmelfahrt)

- Whitsun Monday (Pfinstmontag)

- Assumtion Day (Maria Himmelfahrt)

6. LOCATIONS FOR JANITORIAL SERVICES

USAGM Germany Station in Lampertheim – Wildbahn 6, 68623 Lampertheim, Germany:

Location Estimated qm Surface material Schedule

Admin Building 1744 qm Laminat/Carpet/concrete/tile, PVC

7am - 3:30pm

Warehouse 527 qm concrete 7am - 3:30pm Garages 100 qm concrete 7am - 3:30pm Antenna Matrix 130 qm concrete 7am - 3:30pm

KU Shelter 25 qm Metal, PVC 7am - 3:30pm Workshops outside 83 qm concrete 7am - 3:30pm Guard House 50 qm concrete/ PVC 7am - 3:30pm Walkway, Driveway, Parking Area

700 qm concrete

7am - 3:30pm

Total Square meters est. 3,359 qm

USAGM Germany Station in Biblis – Außerhalb 10, 68647 Biblis, Germany:

Location Estimated qm Surface material Schedule Admin Building, incl. warehouse 2494 qm Laminat/Carpet/PVC/concrete/ tile 7am - 3:30pm

Antenna Matrix building 170 qm concrete 7am - 3:30pm Garage 100 qm concrete 7am - 3:30pm Guard house 50 qm. concrete / PVC 7am - 3:30pm Walkway, Driveway, Parking Area

900 qm Concrete

7am - 3:30pm

Total Square meters est. 3,714 qm

7. PERSONNEL

7.1 General

The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site.

The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

7.2 Standard of Conduct

7.2.2 Uniforms and Personal Equipment: The Contractor's employees shall wear clean, neat and complete uniforms when on duty.

All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).

7.2.3 Neglect of duties shall not be condoned: The Contractor shall enforce rules such as, no sleeping while on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

7.2.4 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned: Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

7.2.5 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.

7.2.6. Criminal Actions: Contractor employees may be subject to criminal actions as allowed by local 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.

7.2.7 Key Control: The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, storage room for equipment, 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.

7.3. Notice to the Government of Labor Disputes

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7.4. Personnel Security

7.4.1 After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take 60 days to perform. For each individual the list shall include the following documents and forms with electronic signature on, submitted per mail to the COR:

- OVQ Questionnaire - must be digitally signed

- OVQ Release Authorization

- RSO Release form

- Authorization for identity check and release of information

- A scan of the ID/passport (pdf format)

- Copy of a good quality color photo, min.300 dpi resolution

- SCHUFA - Auskunft

- Proof of residence where applicable

* Documents requested are subject to change.

7.4.2 The Government shall issue access cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

8. MATERIALS AND EQUIPMENT

8.1 All material and equipment necessary for the performance of this contract, including mops, brooms, dust rags, detergents, cleaners, toilet paper, hand towels, trash bags, hand soap, disinfection etc., shall be provided by the Contractor. The Contractor will be responsible for the maintenance of the equipment and for the replacement of any equipment that has been damaged due to improper use or care.

9. VEHICLE

The Contractor shall provide a vehicle suitable to be used for the transportation of their staff, tools, and material to the transmitting station. All costs associated with this vehicle, including maintenance/repairs, fuel, insurance, and any and all fines, shall be supplied by the Contractor.

10. INSURANCE

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

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

1. Bodily Injury on or off the site stated in U.S. dollars or equivalent in local currency at time of award:

Per Occurrence USD 250,000.00 Cumulative USD 500,000.00

2. Property Damage on or off the site in U.S. Dollars or equivalent in local currency at time of award:

Per Occurrence USD 250,000.00 Cumulative USD 500,000.00

10.3 The types and amounts of insurance are the minimums required. The Contractor shall also obtain any other types of insurance required by local law (like Workmen’s Compensation, Employee’s State Insurance, etc., or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by local law and must be sufficient to meet normal and customary claims.

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

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

a) any property of the Contractor,

b) its officers,

c) agents,

d) servants,

e) employees, or

f) any other person, Arising from an 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.

10.6 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.

10.7 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

10.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

11. LAWS AND REGULATIONS

11.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

11.2 The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

12. PERSONELL 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.

13. TRANSITION PLAN

Within 10 days after contract award, the Contracting Officer may request that the Contractor develop a plan for preparing the Contractor to assume all responsibilities for Janitorial Services. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

14. DELIVERABLES

The following items shall be delivered under this contract:

Para Description Qty Date Deliver To

1.1 General Instructions 1 30 days after award COR

4.2 Schedules 1 Weekly COR

7.5 List of Personnel 1 10 days after award COR

11.8 Evidence of Insurance 1 10 days after award COR

11 Licenses and Permits/

Forklift permit 1 Date of award COR

14 Transition Plan 1 10 days after award COR

15. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Performance Threshold Services Performs all Janitorial Services set forth in the scope of work. All required services are performed satisfactorily with no more than one (1) customer complaint is received per month.

Quality All services are performed with high quality level/standards, based on regular and/or periodic inspections

Safety No accidents during a normal work-shift; no lost work days due to accidents during a work shift; and floor safety inspections are done on a regular basis with no slips/fall accidents being reported.

a) 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.

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

c) PROCEDURES.

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

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

(3) 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.

(4) 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.

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

(6) 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.

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

(8) 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.

16. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS

16.1 Authorized Instruction to Contractor

(a) No person or agency other than the Contracting Officer (CO) is authorized to give instruction, orders or directions on behalf of the Government to the Contractor or his employees, unless such person or agency is authorized in writing by the CO to so act. The authority of such person or agency is strictly limited to the written authorization provided by the CO. The duty is upon the Contractor to determine the authority of such person or agency. Any questions regarding the authority of such person or agency should be directed to the CO in writing.

(b) Contracting Officer’s Representative (COR): The CO may designate and authorize a representative(s) to act on his/her behalf under this contract. Such representative(s) as may be appointed shall be designated by a letter from the CO and a copy of the letter shall be given to the Contractor. The COR shall represent the CO as specified in his/her delegation of authority letter. The COR shall not be authorized to issue change orders or adjustments. Changes in the Scope of Work/Specifications or any increase or decrease in the work called for by this contract shall be made by the CO by an executed modification to this contract.

16.2 Restrictions on subcontracting

The Contractor shall not subcontract for any of the of the direct labor services required under this contract

17. CONTRACT ADMINISTRATION DATA

All work shall be performed under the general direction of the Contracting Officer, who alone shall have the power to bind the Government and to exercise the rights, responsibilities, authorities and functions vested by the contract, except that the Contracting Officer and the Procurement Executive shall have the right to designate authorized representatives to act for the Contracting Officer, as specifically provided in the designation of that individual.

This contract will be administered as follows:

Contracting Officer:

Nicolas A. Wilhelm Contracting Officer Deputy Director, Regional Procurement Support Office (RPSO)

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