SOW - BH JANITORIAL CONTRACT - ENGLISH.pdf

SENSITIVE BUT UNCLASSIFIED

U.S. EMBASSY

U.S. EMBASSY BRANCH OFFICE

BELO HORIZONTE – BRAZIL

JANITORIAL SERVICES CONTRACT

GENERAL AND SPECIFIC CONDITIONS BOOKLET

GENERALITIES - GENERAL CONDITIONS

1 - SCOPE OF WORK

The purpose of this DOCUMENT is to instruct and guide the development of services, the object of the above price quotation, and establish obligations and rights of the US Embassy Branch Office in Belo Horizonte/Brazil, always hereinafter referred to as THE CONTRACTOR and represented by THE INSPECTION and the executor, to which will be entrusted the execution of the “CLEANING” service, in its facilities at Avenida do Contorno, 4520, Funcionarios neighborhood

, Belo Horizonte - MG, as specified below:

The CONTRACTOR shall be responsible for:

All direct and indirect expenses, including: Labor, all social and labor charges, licenses, absences, transportation vouchers, food vouchers, vacations, 13th salary, life insurance, medical exams, PPE, training, supervision and taxes.

THE CONTRACTOR will perform cleaning and maintenance services in all designated spaces, including but not limited to: office circulation areas, entrance hall and lobby, conference room, kitchen, storage area and office rooms .

THE CONTRACTOR will provide all materials, tools, equipment, and labor

(management, supervision, administrative, in addition to direct labor) necessary to carry out the work provided for in this contract.

1.1 – GENERAL INSTRUCTIONS

THE CONTRACTOR must prepare general instructions for the employee.

1.2 – TASKS AND RESPONSIBILITIES

1.2.1 - Some of the areas listed in section "c" of this document require access to be escorted by an employee designated by the CONTRACTING PARTY.

General instructions should emphasize security procedures and requirements to prevent violations of these procedures or requirements.

1.2.2 - the CONTRACTOR must maintain an effective schedule of periodic cleaning tasks, which must be scheduled so that this service is performed in the correct sequence and at the most appropriate time, so as to achieve the greatest efficiency and the least impact on the daily functioning of the CONTRACTOR's activities.

1.2.3 - Additional Temporary Services are services defined as services similar to those provided for in the scope of this contract, which will be requested in addition to the routine or periodic schedules, and which may occur at times and/or locations other than the usual ones. These Temporary Services will be requested in support of special events promoted by the CONTRACTING PARTY, or for cleaning services occasionally performed in the CONTRACTING PARTY's official residences when residents change.

1.2.3.1 - When performing Additional Temporary Services, the

CONTRACTOR must include in its next invoice the details relating to these services, as well as, when applicable, the materials used and requested as

Services. Additional Temporary Staff . The CONTRACTOR must also include the written request of the employee designated by the CONTRACTING PARTY for this purpose.

1.3 - Types of Services

The scope of work of this contract consists of the execution of cleaning and maintenance tasks such as those listed below:

Daily Activities consist of:

1.3.1.1 - Sweep and vacuum the entire office floor . Floors must be kept free of dust, mud, sand, shoe marks, spilled liquids, or other debris of any kind.

1.3.1.2 - Remove dust and clean all furniture , including tables, chairs, shelves with or without doors, workstations, telephone tables, side tables, whiteboards, maps, telephones, computers and their monitors, lamps and other decorative or functional items typical of offices. All furniture should be kept free of dust, dirt, and sticky surfaces .

1.3.1.3 - Vacuum all rugs, carpets, and runners, ensuring they are free of dust, dirt, mud, etc. Chairs, trash cans, and other easily movable items should be lifted or moved so that vacuuming can be performed underneath them. Vacuuming may be more frequent than once a day during the rainy season. Certain low-traffic areas may be vacuumed less frequently than once a day, provided the

CONTRACTOR approves. When cleaning is complete, floors should have a uniform appearance , free of marks or stains, detergent residue, or any other evidence of dirt or accumulated water .

1.3.1.4 - Empty all trash cans, washing them or cleaning them with a damp cloth when necessary, replacing the bags and returning them to their place.

1.3.1.5 – Clean glasses, cups and other items served in conference rooms and the Executive Office . The CONTRACTOR must wash with detergent, dry and polish the items to maintain a presentable appearance .

1.3.1.6 – Remove grease marks or fingerprints from walls, doors, portals, glass, windows, partitions and guardhouses.

1.3.1.7 – Collect all garbage in an area designated by the CONTRACTOR, keeping this area in hygienic and clean conditions .

1.3.2 – Periodic Activities consist of:

1.3.2.1 – Polish all chrome surfaces , including door handles, knobs, plates, and other surfaces where polishing is recommended .

1.3.2.2 – Remove dust from the top of tall cabinets, from the top of pictures and other hanging items, and other areas not covered by daily dust removal.

1.3.2.3 – Polishing and application of conservation products (sealers, waxes, resins, etc. ) on floors as needed.

1.3.2.4 – Shampoo specific areas of the carpet, as needed.

1.3.2.5.- Removing dust from windows and blinds.

1.3.2.6 – Cleaning blinds as needed.

1.3.3 – Monthly Activities consist of:

1.3.3.1 – General cleaning in equipment rooms, including vacuuming dust around engine areas and other equipment.

1.3.3.2 – Cleaning blinds and curtains with a damp cloth .

1.3.3.3 – Cleaning the inside of glass panes, windows and frames.

1.3.3.4 - Move all furniture and vacuum or polish the floor underneath the furniture as appropriate.

1.3.3.5.- cleaning specific areas of walls and skirting boards.

1.3.4 – Quarterly Cleaning consists of:

1.3.4.1 – Complete cleaning of all blinds

1.3.4.2 – Wash and disinfect the waste storage area.

1.3.4.3 – Dust removal and surface cleaning of light fixtures, air conditioning units, ceiling tiles, and other decorative elements hanging from the ceiling. When cleaning is complete, the light fixtures and other elements should be free of dust, dead insects, or any other dirt.

2 - MANAGEMENT AND SUPERVISION

2.1 – The CONTRACTOR shall designate an employee to be responsible for the on-site supervision of its workforce with monthly visits. This supervisor will be the point of contact between the CONTRACTING PARTY's employees and the

CONTRACTOR.

2.2 – The CONTRACTED PARTY shall be responsible for quality control of the services provided. This quality control shall include routine and unscheduled inspections of the locations where the services are being provided. The

CONTRACTED PARTY shall coordinate quality control visits with the

CONTRACTING PARTY. These visits shall be surprise visits, without the

CONTRACTED PARTY's employees being aware of the upcoming visit.

2.3 – THE CONTRACTOR shall keep overtime to a minimum, utilizing its workforce efficiently. The weekly working hours of its employees shall not exceed

20 hours, divided into 5 weekly shifts. Overtime may be required when performing Temporary Additional Services.

3.0 – SERVICE LOCATIONS AND HOURS

All services performed within this scope, with the exception of those described in sections 1.3.5 (half-yearly cleaning) and 1.3.6 (annual cleaning), or any other service previously agreed between the CONTRACTOR and the CONTRACTING

PARTY, must be performed during the CONTRACTOR's normal business hours.

4.0 – PERSONNEL ADMINISTRATION

4.1 – General Terms. The CONTRACTOR shall maintain workplace discipline and shall take all precautions to prevent any illegal, unethical , disorderly, or disrespectful conduct by its employees. The CONTRACTOR shall preserve the peace and protect people, property, and property at the workplace. The

CONTRACTING PARTY reserves the right to require the CONTRACTOR to remove any of its employees from the workplace for failure to comply with the standard of conduct. The CONTRACTED PARTY shall replace such employee immediately to maintain continuity of services, at no additional cost to the

CONTRACTING PARTY.

4.2 – Standard of conduct

4.2.1 – Uniforms and personal equipment. All CONTRACTOR employees must wear clean, tidy, and complete uniforms when on duty.

4.2.2 – Disorderly conduct, use of abusive or offensive language, arguments, verbal or physical intimidation, or fighting will not be tolerated. This also includes participation in activities that interrupt or interfere with the normal and efficient operations of the CONTRACTING PARTY.

4.2.3 – Intoxicating or narcotic substances . CONTRACTOR may not allow its employees, during working hours, to possess, sell, consume, or be under the influence of intoxicating substances , illicit drugs, or other substances with similar effects.

4.3 – Security

4.3.1 - After signing the contract, the CONTRACTOR must provide the following information for each employee who will work on the execution of this contract. The CONTRACTOR must include in the list the employees who will be assigned. The CONTRACTING PARTY will conduct a background check using the personal information requested below:

• Full name

• Place and date of birth

• Current address

• Identity document number and issuing authority (provide a copy)

5.0 – Materials and equipment

THE CONTRACTOR shall provide all cleaning and maintenance supplies, tools and equipment necessary for the complete execution of the tasks identified in this contract, including but not limited to: Mops , brooms, hoses, detergents, general cleaning products, disinfectants, waxes and other maintenance products for floors, walls, furniture, carpets and accessories.

5.1 – PPE. THE CONTRACTOR must provide, and require its employees to effectively use, all Personal Protective Equipment recommended for each activity.

6.0 – Representative of the CONTRACTING PARTY with the CONTRACTED

PARTY

The CONTRACTING PARTY will appoint in writing an employee who will act as the Contracting Officer's Representative, and will be the one who will represent the CONTRACTING PARTY in all service orders and other official communications on matters related to the execution of this contract.

7.0 – Quality Assurance Plan

This plan provides a method for the Contracting Officer's Representative (ROC) to monitor the CONTRACTOR's performance. The ROC will alert the

CONTRACTOR in the event of unsatisfactory performance and will notify the

Contracting Officer in the event of continued unsatisfactory performance by the

CONTRACTOR.

It is the responsibility of the CONTRACTOR, and not the CONTRACTING

PARTY, to manage and control quality so that the services provided meet the terms of this contract.

7.1 – Surveillance . The ROC will receive and document all complaints from

CONTRACTOR's employees regarding the services provided by the

CONTRACTED PARTY. If the complaints are appropriate, the ROC will forward them to the CONTRACTED PARTY for corrective action.

7.2 – Standard. The Standard to be met is that the ROC receives no more than one valid complaint per month . The ROC must notify the Contracting Officer of complaints so that appropriate contractual measures can be taken.

7.3 – Procedures.

a. If any employee of the CONTRACTING PARTY observes unacceptable services , either because they are incomplete or not being performed correctly, he/she must notify the ROC.

b. the ROC will properly document the complaint.

c. If the ROC determines that the complaint is not valid, it will contact the employee who filed the complaint. The ROC will keep the complaint on file.

d. If the ROC determines that the complaint is valid, it will alert the

CONTRACTOR and set a deadline for the situation to be corrected. This deadline will be determined by the ROC.

e. The ROC must always inform the CONTRACTOR of any and all valid complaints.

f. If the CONTRACTOR does not agree with the validity of the complaint after investigating the facts, the CONTRACTOR may notify the ROC. The

ROC will review the incident and determine whether the complaint is valid.

g. The ROC will consider complaints as resolved unless notified otherwise by the complainant.

h. Repeated complaints will not be permitted for any service. If a repeat complaint for the same deficiency occurs within a thirty-day period , the

ROC will notify the Contracting Officer so that appropriate contractual action can be taken.

8.0 – Service Orders

All ORDERS or COMMUNICATIONS from the CONTRACTOR to the CONTRACTED

PARTY , or vice versa, will be transmitted in writing, and only then will they produce their effects.

9.0 – Period of validity

The term of this contract will be one year and may be renewed up to 4 times for equal periods of one year each .

10.0 Payment

Payment will be made monthly, upon presentation of an invoice detailing the services completed during the month being invoiced. The following services

(when applicable ) must be separately itemized on the invoice :

• daily activities ;

• Temporary Additional Services;

Invoices shall be paid via electronic transfer to the CONTRACTOR's bank account within 30 (thirty) days of receipt and payment authorization by the ROC.

The invoice must include all withholdings on the invoice.

Prices must be presented in R$ (Reais) and will be considered non-adjustable for the duration of the contract.