SENSITIVE BUT UNCLASSIFIED

Statement of Work – Consulate Cleaning Contract Location: U.S. Consulate General, Edinburgh Address: 3 Regent Terrace, Edinburgh EH7 5BW

1. General Overview

The cleaning contract requires services to be delivered five (5) days per week for four (4) hours per day. Specific working hours will be agreed upon prior to the award of the contract. The period of performance will be for one (1) year with four (4) option years.

Please note that the Consulate is closed on all US and UK Bank Holidays.

Invoicing may be on either a monthly or quarterly basis in arrears.

Transfer of Undertakings Protection of Employment (TUPE) regulations may apply.

2. Personnel Requirements

The vendor must provide:

• One (1) permanent cleaning staff member assigned to the U.S. Consulate General in Edinburgh

• Three (3) backup staff members available to cover absences such as annual leave, illness, or emergencies

All four (4) cleaning staff members—the primary and the backup personnel—must:

• Complete the Overseas Vetting Questionnaire (OVQ) in full within one (1) month of the contract award and submit the electronic document via the provided link

• Be vetted and cleared prior to working on-site at the U.S. Consulate

• Only staff with completed OVQ forms and appropriate security clearance will be allowed to operate on-site

3. Scope of Work (SOW)

A. Daily Cleaning Duties:

The assigned cleaning operative will be responsible for performing the following tasks:

• General cleaning of office spaces, kitchens, restrooms, and entrance areas

• Surface cleaning, floor mopping (including carpets and hard surfaces), high-level dusting, and internal window cleaning

• Disinfection and deodorization of restrooms

• Cleaning of kitchen appliances (e.g., cookers, fridges)

• Operation of cleaning machinery, such as vacuum cleaners, polishers, and carpet shampooers

• Exterior cleaning tasks, including windows and front entrance areas

• Collection and removal of office waste to designated areas for municipal waste collection

B. As-Needed Services:

The cleaning operative will also assist with:

• Pre-occupancy and end-of-lease cleanings for government-leased residences

• Cleaning during office moves, renovations, major visits, or special functions

• Emergency response cleaning (e.g., spills, overflows)

• Reporting cleaning and general maintenance defects to the Supervisor

• Light maintenance or labor tasks when required

4. Health, Safety, and Environmental Management Requirements

The contractor shall identify and address hazards associated with the cleaning tasks outlined in the SOW. The following must be included as part of the vendor's bid:

A. Cleaning Supplies and PPE:

• The U.S. Consulate will provide all cleaning supplies, including chemicals and consumables required for routine cleaning tasks.

• The vendor is responsible for providing Personal Protective Equipment (PPE) for its staff. This includes, but is not limited to, gloves, face coverings, safety glasses, and protective clothing as required for safe cleaning operations.

B. Bloodborne Pathogen Exposure Control:

• Inclusion in Exposure Control Plan:

Janitorial staff who have not previously received bloodborne pathogen training must be included in the Bloodborne Pathogen Exposure Control Plan. Documentation to be provided.

• Exposure Risk Consideration:

The plan must assess potential staff exposure to blood-contaminated or potentially infectious materials during waste handling. Documentation to be provided.

• Bloodborne Pathogen Training:

All janitorial personnel must receive appropriate training to ensure awareness of risks and the measures in place to protect against exposure. Documentation to be provided.

C. Hazard Identification and Mitigation:

• Hazard Risk Assessment:

The vendor must identify all potential hazards and outline mitigation measures in a Hazard Risk Assessment.

• Risk Assessment and Method Statement (RAMS):

The vendor must provide a RAMS document detailing safe work procedures and controls for all tasks.

• Training and Safety Documentation:

o Training Records: Evidence of relevant training for all assigned personnel must be submitted.

o Safety Data Sheets (SDS): The contractor must submit SDS for any chemicals used at USG properties.

• Review and Approval by POSHO:

The Post Occupational Safety and Health Officer (POSHO), or designated representative, will review the proposal to ensure it meets health and safety requirements prior to final contract approval.

5. Next Steps

A. There will be a site visit at the U.S. Consulate in Edinburgh, 3 Regent Terrace, Edinburgh EH7 5BW on Tuesday August 18, 2026 at 10am. Please confirm your attendance by emailing Procurement_Box6@state.gov with the names of attendees no later than COB

Friday August 14, 2026. All attendees must bring Government issued ID to gain access to the Consulate.

B. Any questions regarding this request for quote (RFQ) must be submitted to Procurement_Box6@state.gov no later than COB Wednesday August 19, 2026. All questions and answers will be combined onto one document and issued to all partied interested in this RFQ.

C. Quotes are due by 5pm BST on Friday August 28, 2026. Please email them to Procurement_Box6@state.gov with the subject “Edinburgh Cleaning - 19UK5626Q0051”.

Quote must include the following to be considered:

• Past performance/references from the past three (3) years

• All Hazard Identification and Mitigation requirements as per section 4.C.

• Vendors must provide evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the United Kingdom that can be confirmed on Companies House

• A copy of your Employers and Public Liability Insurance

• Offeror’s plan for implementing the Transfer of Undertakings Protection of Employment (TUPE) regulations should it be required under UK law.