STATEMENT OF WORK

Caretaker and Property Section Support Services

U.S. Consulate General Munich, Germany

1. Background

The U.S. Consulate General Munich (the Consulate) needs one caretaker and general laborer for 30 hours a week. The caretaker will:

keep the outside grounds of the Central Office Building (COB) at Königinstraße 5, 80539 Munich, in good condition, including gardening give general labor support to the General Services Office (GSO) Property Section

2. Scope

The Contractor shall provide all labor, supervision and management, plus any equipment the Government doesn't supply, to perform:

Task Area A Grounds Caretaking and Gardening: keeping the COB outside grounds (about 4,500 m²) and the nearby public sidewalks clean, safe and well kept. This includes gardening, emptying shredder waste bins, and winter services during official hours.

Task Area B Property Section Support: general labor for the Property Section, including furniture and box moves, warehouse trips, work orders and event setup.

Temporary Additional Services (when ordered): extra workers during official hours, and Property Section support for official events on weekdays from 13:00 to 20:00 (Section 14).

3. Places of Performance

Location Address Notes

Central Office Building (outside areas, and inside areas when tasked)

Königinstraße 5, 80539 Munich

Main duty station. Includes the shredder locations the COR designates.

Nearby public sidewalks Königinstraße, Schönfeldstraße, Von-der- Tann-Straße

Winter services during official hours only

Consulate Warehouse Überacker, Maisach Property Section support

Other Consulate-leased properties in the Munich area

As stated in the work order Property Section support and gardening, occasional

4. Hours of Work and Time Split

4.1 Official hours. The Contractor shall provide one caretaker for 30 hours a week. The caretaker works Monday through Friday, 07:00 to 13:00, on Consulate working days. The Consulate's published U.S. and local holiday schedule applies.

4.2 Work outside official hours. The caretaker shall perform all regular services only during official hours. This includes grounds caretaking, gardening, shredder bin emptying, winter services and Property Section support. The Contractor has no regular duty before 07:00, after 13:00, or on weekends or Consulate holidays, and isn't required to be on call.

The only exception is Property Section support for official events or similar needs on Consulate working days (Monday Friday) between 13:00 and 20:00. This support must be ordered in writing as a Temporary Additional Service under Section 14.2. The Government won't order or pay for work before 07:00, after 20:00, or on weekends or holidays. Winter services are never performed outside official hours.

4.3 Time split.

Target: about 20 hours a week on Task Area A and about 10 hours a week on Task Area B, averaged over each calendar month.

Flexible use: Property Section support has no fixed daily slot. The Property Section may use more than 10 hours in a busy week and fewer, or none, in a quiet week. Over the month, Task Area B hours shall not average more than 15 hours a week unless the COR approves in writing.

Unused hours: if the Property Section doesn't use its hours, the caretaker spends them on Task Area A. Unused hours don't carry over to the next month.

Travel time: travel to and from the warehouse or other sites counts as Task Area B time.

What counts as Task Area A: gardening (Section 5.4) and shredder bin emptying (task A16).

Priority: grounds work comes first each morning (trash, sweeping, litter, checking for snow and ice). On days with snow or ice, winter services (Section 5.3) come before all other work.

TAS hours are separate: they don't count toward the 30 weekly hours or the time split.

Records: the Contractor shall record hours by task area every day (Section 12).

5. Task Area A Grounds Caretaking and Gardening

5.1 General. The caretaker shall keep the whole outside area of the COB compound neat, clean and safe. Using materials the Government supplies, the caretaker shall also make minor repairs, such as tightening fittings, refitting grills and fixing signs.

5.2 Regular grounds tasks

# Task Period Frequency

A1 Take trash to the designated area; keep the trash area reasonably clean

All year Daily

A2 Pick up litter, cigarette butts and debris in the compound and along its perimeter

All year Daily

A3 Sweep walkways, driveways, parking areas and entrances; hose them down when weather and water rules allow

All year Daily

A4 Remove weeds from walkways and planted areas

All year Daily spot checks;

full weeding every two weeks

A5 Remove weeds in the compound and along streets and planters

All year Every two weeks

A6 Rake and remove leaves Sep Dec As needed, at least weekly

A7 Water planters and planted areas May Sep As needed

A8 Prepare garbage for pickup; clean the containers afterward

All year Weekly

A9 Clean light shafts; check grills All year Monthly

# Task Period Frequency

A10 Clean outdoor drains and mud buckets All year Monthly

A11 Clean gutters and downspouts reachable from the ground or a standard ladder. Roof work requires COR approval and fall protection.

Nov Mar, and after storms

Monthly

A12 Help clean the basement technical rooms All year Monthly

A13 Clean and sanitize the trash holding area All year Quarterly

A14 Help with rodent prevention and control All year As needed

A15 Check the grounds for damage, hazards or needed repairs and report them to the COR

All year Daily check; report the same day

A16 Empty shredder waste bins at the locations the COR designates. Bag the shredded material and take it to the designated disposal or recycling container. See Section 5.2.1.

All year Weekly and as needed, on the schedule the COR sets

5.2.1 Shredder bins: handling rules

The caretaker shall empty only the waste bins of shredders that hold already-shredded material.

The caretaker shall not handle unshredded documents, burn bags, locked document consoles or material from controlled-access areas.

The caretaker shall follow all Regional Security Office (RSO) procedures for handling and disposing of shredded material.

The caretaker shall report any full, damaged or broken shredder to the COR.

The Government will provide replacement bags.

5.3 Winter Services

5.3.1 When winter services apply. The caretaker shall perform winter services as required during official hours only (Monday Friday, 07:00 13:00, on Consulate working days).

Winter services are part of the regular 30-hour weekly schedule and count as Task Area A time.

They aren't a separate or extra service.

5.3.2 No duty outside official hours. The Contractor has no winter services duty before 07:00, after 13:00, or on weekends or holidays, and isn't required to be on call. Winter services can't be ordered as Temporary Additional Services. Outside official hours, the Government stays responsible for winter services and for meeting local snow-clearing requirements.

5.3.3 Season. Winter services normally run from 1 November to 31 March. If snow or ice arrives early or late, the COR may extend the season in writing.

5.3.4 Order of work. On days with snow or ice, the caretaker shall start winter services at the beginning of the shift and work in this order.

Priority Areas

1 Main pedestrian entrance; employee entrance and the walkway from Schönfeldstraße east of the COB; all steps and ramps; the public sidewalks along Königinstraße, Schönfeldstraße and Von-der-Tann-Straße

2 Driveways and parking lot access lanes

3 Other parking spaces and other compound walkways, if time allows

On days with heavy snow, the COR may tell the caretaker to work only on Priority 1 areas.

Government staff will then clear the other areas.

5.3.5 Winter tasks (during official hours only)

# Task Frequency

W1 Clear snow and ice from the priority areas, in the order in Section 5.3.4

As required during official hours

W2 Spread grit on icy areas. Use de-icing agents only where the COR and Munich city rules allow them.

As required during official hours

W3 Check winter equipment and grit stock and report needs to the COR

Weekly during the season

W4 Sweep up and remove grit from treated areas at the end of the season

Once, during official hours

5.3.6 Excluded work. Winter services don't include:

running ride-on or vehicle-mounted plows, salt spreaders or other powered vehicles clearing roofs, canopies or gutters of snow or ice hauling snow off the compound any work outside official hours

5.3.7 Government-furnished equipment and materials. The U.S. Government (USG) will provide all equipment and materials needed for winter services, including:

snow shovels and snow pushers ice scrapers and choppers a push spreader grit and gravel approved de-icing agent storage space for winter equipment and materials

The Contractor supplies only its employees' personal protective equipment and winter uniforms (Section 9.4).

5.4 Gardening Services

5.4.1 General. The caretaker shall provide small gardening services as needed during official hours. The Consulate have dedicated gardening and landscaping services already so any additional support from Caretaker will be minor or nonexistent.

5.4.2 Materials and equipment. The USG will be proving gardening tools.

6. Task Area B Property Section Support

The caretaker shall provide general labor to the Property Section during official hours. Typical tasks include:

# Task Expected frequency

B1 Furniture moves: move, put together, take apart and rearrange furniture and equipment in the COB and between Consulate properties

As tasked

B2 Warehouse trips (Überacker, Maisach): ride with Property Section staff to the warehouse; load, unload and stage furniture, appliances, supplies and boxes

About 1 2 trips every two weeks

B3 Warehouse work: organize, stack and stage stock; help receive and issue items; keep the warehouse tidy

During warehouse trips

B4 Work orders: complete general-labor work orders from the Consulate's work order system, such as hanging pictures and whiteboards, small fixes, moving equipment and delivering items

As assigned (Section 13)

B5 Box and office moves: pack, move and unpack boxes and office contents for office moves and staff arrivals and departures

As tasked

B6 Event setup: set up and take down tables, chairs, tents, barriers and decorations for official events, then put items back in storage

As tasked

B7 Inventory support: help with physical inventories, tagging, and moving items for disposal or auction

As tasked, including the annual inventory

# Task Expected frequency

B8 Residence support: move furniture and appliances to and from Consulate residences in the Munich area, with access arranged by the Property Section

As tasked

B9 Other general labor that fits the caretaker and laborer role As tasked

6.1 Planning around official hours. The Property Section will plan Task Area B work to fit official hours wherever possible:

Warehouse trips and off-site tasks shall be scheduled so the caretaker is back at the COB by 13:00.

For events that run past 13:00, the caretaker shall do setup before 13:00 on the event day or on earlier working days.

If the Property Section needs support during or after the event, it may order event support under Section 14.2, on weekdays between 13:00 and 20:00 only.

Any teardown after 20:00, or for weekend or holiday events, happens on the next working day.

6.2 Excluded work. Task Area B doesn't include:

licensed trade work (electrical, plumbing, gas, heating and air conditioning) work higher than a standard ladder reaches running forklifts or other powered lifting equipment, unless the caretaker holds a valid certificate and the COR approves driving any vehicle any work outside official hours, except weekday event support between 13:00 and 20:00 ordered under Section 14.2

6.3 Heavy lifting. The Property Section will provide a second person for any item that two people need to lift safely. The Contractor shall not require the caretaker to lift alone beyond the safe limits set by German workplace safety rules.

7. Transportation

7.1 For warehouse trips and other off-site Task Area B work, the Government will provide a Department vehicle driven by Property Section staff. The caretaker shall ride only as a passenger and shall not drive Department vehicles.

7.2 The Contractor shall cover the caretaker's commute to and from the COB, including for after-hours event support. The Government won't pay for commuting.

8. Tasking and Direction

8.1 The COR is the Contractor's main Government point of contact. The COR may name a Property Section point of contact (POC) to assign Task Area B work.

8.2 Task Area B work and gardening tasks at other properties shall be assigned in writing, either through the Consulate's work order system or by email from the COR or the Property Section POC. Work orders say what needs to be done. They don't tell the Contractor how to manage its staff.

8.3 The Contractor alone supervises, manages, disciplines, schedules and pays its employees. Government staff shall not supervise contractor employees directly.

8.4 When Task Area A and B work conflict, the COR decides which comes first, following Section 4.3.

9. Personnel Requirements

9.1 Caretaker qualifications. The caretaker shall:

have at least two years' experience in caretaking, groundskeeping, gardening, facility services, moving or general labor be physically able to do heavy manual work, including lifting and carrying furniture and boxes and working outdoors in all weather speak enough English to understand work orders and talk with Consulate staff (working German is preferred) pass the screening for unescorted access before starting work (Section 15)

9.2 Backup caretaker. The Contractor shall name at least one substitute who has also passed the unescorted access screening. The substitute covers any absence (leave, illness, training) longer than one working day. The Contractor shall tell the COR about any unplanned absence by 07:30 that day. The substitute shall arrive by 09:00 the same day, or the next working day if the COR agrees. The Government won't pay for days without service.

9.3 Key personnel. The Contractor's Project Manager is key personnel. The Project Manager shall speak English and German and shall follow the contract's rules for replacing key personnel.

9.4 Uniforms and safety gear. At its own cost, the Contractor shall supply:

clean, matching uniforms the COR approves, including winter and high-visibility clothing safety shoes with toe protection work gloves, eye and hearing protection, and back-support gear where needed cut-resistant gloves and eye protection for gardening with powered tools

Employees shall wear their Government-issued ID card where it can be seen at all times. For event support, the Contractor shall supply neat, clean uniforms suitable for official events.

10. Management and Supervision

10.1 The Contractor shall name a Project Manager who answers for contract performance and serves as the contact for the CO and COR. The Project Manager doesn't need to be on site full time. The Project Manager must answer the phone during official hours and reach the site within two hours when the COR asks.

10.2 The Contractor shall run quality checks at least monthly, including unannounced visits, and coordinate them with the COR.

10.3 The Contractor shall meet with the COR monthly to review:

o performance o hours by task area o upcoming Property Section work and events o seasonal gardening plans

11. Materials, Equipment and Government-Furnished Property

11.1 The Government will supply the following when the Contractor asks:

o supplies and spare parts o plants and gardening materials o shredder bin bags o all winter services materials

The Contractor shall tell the COR 30 days before Government supplies run out.

11.2 The Government will provide:

o a water connection with basic garden outlets o electric power o a battery-powered outdoor sweeper o basic cleaning and sweeping tools o gardening tools and equipment listed in Section 5.4.4 o all winter services equipment and materials listed in Section 5.3.7 o hand trucks, furniture dollies, moving blankets and straps

11.3 Government property is provided "as is" and shall be used only for this contract. The

Contractor shall:

o take care of Government property it holds o pay to repair or replace property damaged through its negligence o keep written records and report any need for major repairs o take part in physical inventories when the COR asks

12. Reporting and Deliverables

Deliverable Content Due To

Daily activity log

Tasks done and hours by task area (A or B), including travel time; TAS hours recorded separately

Daily (paper or electronic)

COR,

on request

Monthly activity report

Total hours by task area; average weekly Task Area B hours; work orders completed; gardening work done; TAS hours by order; problems and hazards found; supplies needed

5th working day of each month, attached to the invoice

COR

Work plan How the Contractor will deliver Task Areas A and B, including the daily routine, the seasonal gardening plan and the backup plan

With proposal CO

Security screening package

Completed forms for the caretaker, the backup and any TAS workers (Section 15)

15 days after award

COR

Transition plan

Screening status, start date, backup arrangements

15 days after award

COR

Proof of insurance

As the contract requires 10 days after award

CO

13. Performance Standards

Objective Standard How it's checked

Grounds and gardens kept as this SOW requires

No more than 2 valid customer complaints a month; no repeat complaints

COR inspection and complaint log

Shredder bins Emptied on schedule; no overflowing bins reported; RSO handling rules followed

COR inspection and complaint log

Objective Standard How it's checked

Winter safety During official hours, Priority 1 areas are cleared and gritted promptly after the shift starts and kept safe until 13:00

COR inspection

Property Section hours

Monthly average within Section 4.3 limits Monthly report and daily logs

Work order response Urgent work starts the same working day.

Routine work is finished within 3 working days, or by the date on the work order.

Work order system

Event support Screened worker arrives at the time stated in the order

COR or Property Section POC records

Continuous service Backup provided as Section 9.2 requires COR records

The COR will handle complaints under the contract's Quality Assurance and Surveillance Plan.

14. Temporary Additional Services

14.1 Types of TAS. Temporary Additional Services (TAS) are labor beyond the regular 30-hour weekly schedule. There are two types:

Extra workers during official hours (Monday Friday, 07:00 13:00), on top of the regular caretaker. Examples are large office moves, the annual inventory, big event setups and large seasonal gardening jobs.

Weekday event support: Property Section support on Consulate working days (Monday Friday) between 13:00 and 20:00, for official events and similar needs.

Examples are representational events, official visits, receptions, and setup, support and teardown for events that run into the afternoon or early evening.

TAS never includes:

work before 07:00 or after 20:00 work on weekends or Consulate holidays winter services outside official hours (Section 5.3.2)

14.2 Ordering. The Contractor shall perform TAS only when ordered in writing by the Contracting Officer (CO), or by the COR if the CO has delegated that authority in writing. Each order shall state:

the task and location the date(s) and start and end times the number of workers the expected hours

Orders for weekday event support shall normally be issued at least 3 working days before the event. The Contractor shall make its best effort to meet orders given on shorter notice. The Government won't pay for TAS performed without an order.

14.3 Pricing. All TAS is billed at the single fixed hourly rate in Attachment 1 Pricing. The rate shall include all labor costs, surcharges required by German law or collective agreements, overhead, profit, insurance, travel and the employee's equipment. VAT is a separate line item.

14.4 Billing.

Work that directly follows the caretaker's regular shift is billed for actual time.

A separate call-out that doesn't directly follow the regular shift may be billed for at least 2 hours.

After the minimum, the Contractor shall bill in 30-minute increments.

14.5 Working-time compliance. The Contractor shall make sure all TAS assignments comply with the German Working Hours Act (Arbeitszeitgesetz), including daily maximum hours, breaks and rest periods. If the regular caretaker can't legally take all or part of an assignment, the Contractor shall send another screened worker at the same hourly rate.

14.6 Personnel. Any TAS worker must have passed the unescorted access screening (Section

15) before the order starts.

14.7 Estimated quantities. The estimated hours in Attachment 1 are for comparing offers only.

They don't promise any amount of work. The Government will pay only for TAS that was ordered and performed satisfactorily.

15. Security, Access and Conduct

15.1 Every contractor employee working under this contract shall pass the Government's security screening for unescorted access before starting work. This includes the backup caretaker and any TAS workers. Unescorted access covers:

o the COB outside areas o the basement rooms o inside office space and shredder locations o the Überacker warehouse o other Consulate properties as tasked

15.2 The required security forms come with this solicitation as Attachment 2 Security

Screening Forms. The successful offeror shall submit the completed forms within 10 days of award. Screening is expected to take about 3 4 weeks. The Contractor shall plan its start date around this.

15.3 The Government will issue ID cards to approved staff. It may deny or withdraw access for any person at any time. The Contractor shall replace a person denied access right away, at no extra cost to the Government.

15.4 Contractor employees shall follow:

o the contract's rules on standards of conduct, key control and personnel security o RSO procedures for handling shredded material (Section 5.2.1)

16. Health, Safety and Labor Law

The Contractor shall follow all German labor, workplace safety and accident insurance rules.

This includes risk assessments (including for gardening equipment), safety instruction for its staff, working-time limits and accident reporting. The Contractor shall report any accident or injury on Government property to the COR right away.

The Contractor's legal compliance obligations for winter services apply only to work performed during official hours under Section 5.3. They don't make the Contractor responsible for the Consulate's sidewalk-clearing duty outside those hours.

17. Transition

Within 15 days of award, the Contractor shall submit a transition plan. The plan shall cover:

security screening for the caretaker and backup the planned start date the supply of uniforms and safety gear an introductory walkthrough of the COB, shredder locations, planted areas and the warehouse with the COR

Attachment 1 Pricing

CLIN Description Est.

Qty

Unit Unit Price

(EUR)

Total

(EUR)

Base Year

0001 Scheduled Caretaker and Property Section Support Services (30 hrs/week, Mon Fri 07:00 13:00)

12 Month

0002 Temporary Additional Services hourly rate (official hours and weekday event support 13:00 20:00)

100 Hour

0003 Value Added Tax (VAT) 1 Lot

Option Year 1

1001 Scheduled Caretaker and Property

1002 Temporary Additional Services weekday event support 13:00

1003 Value Added Tax (VAT) 1 Lot

Option Year 2

2001 Scheduled Caretaker and Property

2002 Temporary Additional Services weekday event support 13:00

2003 Value Added Tax (VAT) 1 Lot

CLIN Description Est.

Qty

Unit Unit Price

(EUR)

Total

(EUR)

Total Evaluated Price (all periods)