US Embassy SOW Janitorial Services.docx

Statement of Work • Janitorial Services

U.S. Department of State • Office of Facility Management Embassy of the United States of America in South Africa 877 Pretorius Street • Arcadia, Pretoria, South Africa • 0083

STATEMENT OF WORK

PROJECT TITLE: Janitorial Services

I confirm acknowledgement of this Statement of Work and the requirements therein.

CONTRACTOR PRINT NAME: ____________________________________________ DATE: ______________________

CONTRACTOR SIGNATURE: _____________________________________________

Table of Contents

Janitorial Services

The purpose of this fixed price contract is to obtain Janitorial services for real property owned or managed by the U.S. Government at U.S Embassy Pretoria, Embassy Annex, Embassy Warehouse and Community Centre. The Contractor shall perform janitorial services in all designated spaces including, but not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators and stairways. The contract will be for a one year period from the date of the contract award, with Two (2), one-year options.

The Contractor shall furnish all managerial, administrative, 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.

Introduction The purpose of this fixed-price contract is to obtain janitorial services for properties owned or managed by the U.S. Government, including the U.S. Embassy in Pretoria, Embassy Annex, the Embassy Warehouse, and the Community Centre.

The Contractor shall perform janitorial services in all designated spaces—such as halls, offices, restrooms, entranceways, storage areas, and stairways—over a one-year period, with two one-year optional extensions.

The Contractor shall provide all managerial, administrative, and labor personnel necessary to fulfill contractual obligations. Contractor staff shall be on site only for official work purposes.

Background The U.S. Embassy requires consistent, high-quality janitorial services to maintain a safe, clean, and operational environment across multiple facilities. These services support embassy staff, visitors, and operations by ensuring sanitary, organized, and visually presentable spaces in compliance with U.S. Government standards.

Cleaning requirements include daily, weekly, monthly, quarterly, and semi-annual tasks across multiple buildings with specific access and scheduling protocols.

Objectives The primary objective of this contract is to ensure that all U.S. Government-owned and -managed facilities under the jurisdiction of the U.S. Embassy in Pretoria are maintained to a high standard of cleanliness, sanitation, and presentation, supporting a safe, efficient, and professional working environment for all Embassy staff, visitors, and contractors.

The Contractor shall deliver consistent janitorial services across all assigned facilities through disciplined management, well-trained personnel, and continuous supervision.

Technical Objectives

· Maintain all Embassy facilities in a clean, sanitary, and orderly condition in accordance with U.S. Government standards.

· Carry out daily, periodic, and specialized cleaning activities as per the schedules approved by the Contracting Officer’s Representative (COR).

· Ensure that all cleaning work is performed using materials, chemicals, and equipment supplied by the Embassy, following proper safety procedures.

· Conduct cleaning operations in a way that prevents damage to Embassy property, finishes, or furnishings.

· Maintain accurate records of cleaning schedules, inspections, and corrective actions taken.

· Ensure consistency and continuity of service even during personnel changes, absences, or emergencies.

Service Objectives

· Provide professional and efficient janitorial services with minimal disruption to normal Embassy operations.

· Maintain clear communication and coordination with the COR regarding daily operations, special requests, and event setups.

· Ensure punctuality, reliability, and discipline among all assigned cleaning staff.

· Uphold high levels of professionalism and integrity in all interactions within Embassy premises.

· Conduct continuous quality control inspections and implement corrective measures promptly when deficiencies are identified.

· Support Embassy sustainability goals by promoting proper waste segregation and environmentally responsible cleaning practices.

Security Objectives

· Ensure that all contractor employees have successfully completed required background investigations and received security clearance prior to starting work.

· Comply with all U.S. Embassy security and access control policies, including escorting requirements for restricted areas.

· Maintain strict control over all keys, access badges, and work permits issued for janitorial purposes.

· Prevent unauthorized access to sensitive areas and immediately report any security incidents to the COR.

· Ensure all personnel wear Embassy-issued identification badges and approved uniforms while on duty.

· Maintain confidentiality regarding all information observed or obtained while performing work in Embassy facilities.

Scope

The Contractor shall provide comprehensive janitorial and cleaning services for all designated U.S. Government-owned and -managed facilities under the jurisdiction of the U.S. Embassy in Pretoria, including the Chancery Building, Embassy Annex, Embassy Warehouse, and Community Centre.

The services are to be rendered in a professional, efficient, and environmentally responsible manner, ensuring that all facilities are maintained in a clean, safe, and sanitary condition at all times.

The Contractor shall be responsible for furnishing all labor, supervision, and management required to perform the work described herein.

All services shall comply with U.S. Government standards, South African labor and environmental laws, and Embassy-specific safety and security regulations.

Locations Covered

U.S. Embassy Chancery – 877 Pretorius Street, Arcadia, Pretoria

The Contractor shall perform daily, periodic, and deep-cleaning services at the Embassy Chancery, covering all work areas, meeting rooms, corridors, restrooms, kitchens, canteens, and exterior access areas.

General Cleaning and Housekeeping

· Perform daily cleaning of all general work areas, cubicles, workstations, passages, meeting/training rooms, lobbies, canteens, and entrances.

· Wipe down all surfaces, including handrails, door handles, balustrades, artwork, tables, and light fixtures using approved cleaning materials.

· Enforce the color-coded bucket and cloth system; noncompliance will not be tolerated.

· Sweep and mop all floor surfaces (tile, linoleum, marble, and stairways) multiple times daily using lukewarm water and approved neutral cleaners.

· Clean and move entrance mats, baseboards, and kick plates as required.

· Ensure all floors and surfaces are free from dust, sand, liquid spills, footprints, and other debris.

· Move all loose and movable furniture to allow for thorough cleaning under and around them.

· Dust all office furniture, computers, shelves, artwork, and office accessories.

· Vacuum all carpets, runners, and rugs at least once per week (vacuum cleaners supplied and maintained by the Contractor).

· Clean and sanitize all trash bins twice daily, replacing bin liners as needed.

· Empty and clean around all shredding stations.

· Clean glass partitions, mirrors, picture frames, and stainless-steel surfaces using non-abrasive cleaners.

· Polish stainless-steel fittings and door frames to remove fingerprints and smudges.

· Clean elevators inside and out, including buttons, floors, and lighting.

· Clean all air vents weekly to prevent lint buildup.

· Maintain cleanliness of storerooms, tea/change rooms, and utility spaces at the same standard as occupied areas.

· Adjust cleaning frequency as directed by the COR to account for weather, special events, or Embassy activities.

Office Space Sanitization

· Wipe and disinfect dispensers and surrounding floor areas.

· Sanitize high-touch surfaces frequently throughout the day, including doors, handles, railings, faucets, elevator panels, printers, phones, and workstations.

· Use Embassy-approved sanitizing agents and equipment for safe and effective disinfection.

Bathrooms, Showers, Toilet Cubicles, and Kitchenettes

· Perform daily cleaning and disinfecting of all bathrooms, showers, and toilet cubicles, ensuring all fixtures are free from grime, mold, or soap residue.

· Maintain weekly servicing of feminine hygiene bins and replacement of air fresheners in all bathrooms.

· Keep feminine hygiene dispensers stocked and operational.

· Follow strict color-coded cleaning protocols for all restroom and kitchen areas.

· Polish stainless-steel fittings, faucets, and dispensers daily.

· Inspect plumbing ducts weekly, removing debris and reporting issues immediately to the COR or Maintenance Supervisor.

· Refill all soap, sanitizer, air fresheners, toilet paper, paper towels, and sanitary liners as required — including before weekends and holidays.

· Ensure bathrooms remain odor-free, with subtle and effective air freshening.

· Maintain mop basins and sludge rooms in clean, organized condition with no clutter or excess storage.

Deep Cleaning (Monthly):

· Perform complete sanitization of all bathrooms, showers, and kitchenettes monthly, including descaling faucets and shower heads, removing stains from ceramics, cleaning walls, tiles, baseboards, and kick plates.

· Deep-clean kitchenettes and canteen areas monthly, including all appliances, cabinets, and surfaces.

· Ensure all stainless-steel surfaces are polished and mirrors are cleaned using non-abrasive materials.

· Report any missing, damaged, or defective plumbing fixtures immediately.

Deep Cleaning of Canteen

· Monthly deep cleaning and sanitizing of all canteen areas, including stoves, ovens, fridges, freezers, microwaves, dishwashers, steam ovens, and other kitchen appliances.

· Clean cooker hoods, vents, and fans to remove grease and dust.

· Descale faucets, sinks, and remove stains from all ceramic and stainless-steel surfaces.

· Clean all light fixtures, door handles, and stainless-steel fittings.

· Rinse, sanitize, and dry all food preparation and dining surfaces thoroughly.

Outbuildings

· Maintain cleanliness and sanitation standards in all security buildings (CAC’s), guard rooms, and entertainment areas equivalent to those in main facilities.

· Perform general cleaning, sanitizing, and deep cleaning of these spaces as detailed above.

Staffing at the Chancery should include:

· 10 full-time janitors on-site daily, five days per week

· 1 full-time on-site Supervisor, five days per week. This supervisor will also be responsible for two janitors stationed at 30 Gemsbok.

Certain areas are restricted and require escorting; the Contractor shall strictly follow all access schedules and security protocols established by the Contracting Officer’s Representative (COR).

U.S. Embassy Annex – 100 Totius St, Groenkloof, Pretoria

The Contractor shall perform daily, periodic, and deep-cleaning services at the Embassy Chancery, covering all work areas, meeting rooms, corridors, restrooms, kitchens, canteens, and exterior access areas.

General Cleaning and Housekeeping

· Perform daily cleaning of all general work areas, cubicles, workstations, passages, meeting/training rooms, lobbies, canteens, and entrances.

· Wipe down all surfaces, including handrails, door handles, balustrades, artwork, tables, and light fixtures using approved cleaning materials.

· Enforce the color-coded bucket and cloth system; noncompliance will not be tolerated.

· Sweep and mop all floor surfaces (tile, linoleum, marble, and stairways) multiple times daily using lukewarm water and approved neutral cleaners.

· Clean and move entrance mats, baseboards, and kick plates as required.

· Ensure all floors and surfaces are free from dust, sand, liquid spills, footprints, and other debris.

· Move all loose and movable furniture to allow for thorough cleaning under and around them.

· Dust all office furniture, computers, shelves, artwork, and office accessories.

· Vacuum all carpets, runners, and rugs at least once per week (vacuum cleaners supplied and maintained by the Contractor).

· Clean and sanitize all trash bins twice daily, replacing bin liners as needed.

· Empty and clean around all shredding stations.

· Clean glass partitions, mirrors, picture frames, and stainless-steel surfaces using non-abrasive cleaners.

· Polish stainless-steel fittings and door frames to remove fingerprints and smudges.

· Clean elevators inside and out, including buttons, floors, and lighting.

· Clean all air vents weekly to prevent lint buildup.

· Maintain cleanliness of storerooms, tea/change rooms, and utility spaces at the same standard as occupied areas.

· Adjust cleaning frequency as directed by the COR to account for weather, special events, or Embassy activities.

Staffing at the Annex should include:

· 19 full-time janitors on-site daily, five days per week

· 1 full-time on-site Supervisor, five days per week

Office Space Sanitization

· Refill and maintain hand-sanitizing stations daily throughout all buildings and outbuildings.

· Wipe and disinfect dispensers and surrounding floor areas.

· Sanitize high-touch surfaces frequently throughout the day, including doors, handles, railings, faucets, elevator panels, printers, phones, and workstations.

· Use Embassy-approved sanitizing agents and equipment for safe and effective disinfection.

Bathrooms, Showers, Toilet Cubicles, and Kitchenettes

· Perform daily cleaning and disinfecting of all bathrooms, showers, and toilet cubicles, ensuring all fixtures are free from grime, mold, or soap residue.

· Maintain weekly servicing of feminine hygiene bins and replacement of air fresheners in all bathrooms.

· Keep feminine hygiene dispensers stocked and operational.

· Follow strict color-coded cleaning protocols for all restroom and kitchen areas.

· Polish stainless-steel fittings, faucets, and dispensers daily.

· Inspect plumbing ducts weekly, removing debris and reporting issues immediately to the COR or Maintenance Supervisor.

· Refill all soap, sanitizer, air fresheners, toilet paper, paper towels, and sanitary liners as required — including before weekends and holidays.

· Ensure bathrooms remain odor-free, with subtle and effective air freshening.

· Maintain mop basins and sludge rooms in clean, organized condition with no clutter or excess storage.

Deep Cleaning (Monthly):

· Perform complete sanitization of all bathrooms, showers, and kitchenettes monthly, including descaling faucets and shower heads, removing stains from ceramics, cleaning walls, tiles, baseboards, and kick plates.

· Deep-clean kitchenettes and canteen areas monthly, including all appliances, cabinets, and surfaces.

· Ensure all stainless-steel surfaces are polished and mirrors are cleaned using non-abrasive materials.

· Report any missing, damaged, or defective plumbing fixtures immediately.

Facility Details:

· 8 Kitchens

· 1 Canteen

· 25 Bathrooms comprising - 74 toilets, 27 urinals, 71 basins, and 12 shower cubicles

Deep Cleaning of Canteen

· Monthly deep cleaning and sanitizing of all canteen areas, including stoves, ovens, fridges, freezers, microwaves, dishwashers, steam ovens, and other kitchen appliances.

· Clean cooker hoods, vents, and fans to remove grease and dust.

· Descale faucets, sinks, and remove stains from all ceramic and stainless-steel surfaces.

· Clean all light fixtures, door handles, and stainless-steel fittings.

· Rinse, sanitize, and dry all food preparation and dining surfaces thoroughly.

Front Glass Entrance Façade

· Clean all entrance glass façades monthly, including aluminum framing and glass panes, to remove dust, stains, dirt, and bird droppings.

Tiled Floor Surfaces

· On a monthly basis, clean and treat tiled floors in bathrooms, kitchens, canteens, entrances, and exterior entertainment areas using appropriate cleaning solutions and machines with non-slip finishes.

· Ensure that no wax or high-gloss sealants are used on walking surfaces.

Outbuildings

· Maintain cleanliness and sanitation standards in all security exits (ECAC), guard rooms, and entertainment areas equivalent to those in main facilities.

· Perform general cleaning, sanitizing, and deep cleaning of these spaces as detailed above.

Embassy Warehouse – 30 Gemsbok Street, Koedoespoort

Services include:

· Office and hallway areas

· Bathrooms and changing facilities

· Workshops and storage rooms

· Kitchen areas and staff dining spaces

· Windows, floors, and exterior paved surfaces

· Trash collection and disposal area Staffing at the Embassy Warehouse should include:

· 2 full-time janitors on-site daily, five days per week

· These janitors will report to the supervisor at 877 Pretorius.

Cleaning will occur during normal business hours. No escort is required at this site.

Community Centre – Corner Aries & Premier Streets, Waterkloof

Services include:

· Gym rooms and all exercise equipment (daily wipe-down and sanitization)

· Kitchens, including appliances, countertops, and wall-to-ceiling cleaning as required

· Restrooms and changing facilities (cleaned twice daily and restocked)

· Laundry room and utility areas

· Patios, playgrounds, tennis courts, and lapa areas

· Swimming pool and pool deck cleaning (debris removal and surface washing)

· Trash collection and coordination with municipal waste removal

· Cleaning of rain gutters, picnic tables, and braai areas as required

· Special care must be taken when cleaning around the pool and gym areas to prevent chemical contamination or equipment damage.

Staffing at the Community Centre should include:

· 1 full-time janitor on-site daily, five days per week

· These janitors will report to the supervisor at 877 Pretorius.

Service Categories

Daily Services

· Sweep, mop, and vacuum all floors, corridors, and stairways.

· Empty trash bins, replace liners, and remove waste to designated disposal areas twice daily.

· Clean and disinfect restrooms, mirrors, and shower areas, and restock consumables.

· Wipe down office furniture, telephones, and high-touch surfaces.

· Clean glass doors, windows, stainless-steel panels, and reception counters.

· Maintain cleanliness of cafeterias, entrances, and exterior paved areas.

Weekly Services

· Wash terraces and balconies.

· Clean interior windows and dust elevated surfaces, vents, and fixtures.

· Polish brass and stainless-steel fittings.

· Scrub and seal floors in designated areas such as the mailroom.

· Pour water into floor drains to prevent odors.

Monthly Services

· Wash window blinds and interior glass.

· Move furniture and clean underneath.

· Deep-clean elevator cabins and polish chrome panels.

· Spot-clean walls and baseboards.

Quarterly Services

· Wash the interior of all office windows.

· Sanitize and deodorize trash-holding areas.

· Power scrub all brick walkways and floors.

· Shampoo carpets and perform spot cleaning as required.

· Conduct full deep-cleaning of public and high-traffic areas.

Additional and Event-Related Services

The Contractor shall, when directed by the COR:

· Set up or rearrange furniture in conference rooms or cafeterias for events and town-hall meetings (minimum four-hour notice).

· Provide emergency cleaning following spills, leaks, or maintenance activities.

· Carry out special clean-ups after construction or renovation work, as approved by the COR.

All such tasks are included in the fixed-price contract unless otherwise authorized in writing.

Staffing and Supervision Requirements

· The Contractor shall appoint two (2) qualified on-site Supervisors to serve as the primary liaisons with the Contracting Officer’s Representatives (CORs). One Supervisor shall be assigned to the U.S. Embassy Chancery and one to the Embassy Annex to ensure effective coordination, quality control, and compliance with contract requirements at each location.

· The Supervisors shall be fluent in English, present during operational hours, and responsible for scheduling, inspections, and quality control.

· Adequate janitorial staff must be maintained to complete all daily and periodic tasks without delay.

· Personnel must wear Embassy-approved uniforms and visible identification badges at all times.

· The Contractor shall ensure that employees receive appropriate safety and security briefings prior to assignment.

Supplies, Materials, and Equipment

· The Contractor shall supply all cleaning materials, consumables, tools, safety gear, and equipment required to perform this contract.

· All supplied products must be commercial-grade, environmentally safe, and suitable for use within Embassy facilities.

· Cleaning chemicals shall be used strictly in accordance with manufacturer instructions and local safety standards.

· Equipment shall be maintained in good working order and regularly inspected to ensure safe operation.

· The Contractor shall provide all necessary personal protective equipment (PPE) such as gloves, goggles, boots, and masks.

· Appropriate warning signage (e.g., “Wet Floor,” “Cleaning in Progress”) shall be used whenever work poses a hazard.

· Storage areas for supplies must be kept neat, secure, and in compliance with Embassy safety regulations.

· The COR reserves the right to inspect all cleaning materials and equipment to ensure compliance with contract requirements.

Environmental and Safety Requirements

· All waste collection and disposal shall comply with the City of Tshwane’s waste-management regulations and the Embassy’s sustainability objectives.

· Cleaning operations must minimize environmental impact, noise, and disruption.

· PPE shall be worn at all times when handling cleaning agents or performing hazardous tasks.

· Chemical containers must be properly labeled, stored securely, and kept away from public areas.

· The Contractor shall have spill-response and emergency-reporting procedures in place.

Hours of Operation

Cleaning shall take place during official Embassy hours unless otherwise authorized by the COR:

Monday – Thursday: 07:00 – 16:00 Friday: 07:00 – 14:00 Excluding U.S. and South African public holidays Weekend or after-hours cleaning may occur only with prior COR approval.

Quality Standards

· All surfaces must be left free of dirt, smudges, streaks, or residue.

· Furniture and fixtures shall be returned to their proper positions after cleaning.

· Overall appearance must reflect the professional standards expected of U.S. Government facilities.

· Any deficiencies noted by the COR must be corrected promptly at no additional cost to the Government.

Specific Requirements This section defines the precise operational expectations, deliverables, and standards the Contractor must adhere to throughout the duration of the contract.

Task Description

The Contractor shall provide janitorial services in accordance with the approved cleaning schedule and direction of the COR. Tasks include, but are not limited to:

· Performing all daily, weekly, monthly, quarterly, and semi-annual cleaning duties described under the Scope of Work.

· Utilizing Embassy-supplied tools, and equipment in a safe and responsible manner.

· Coordinating with the COR to ensure cleaning activities are carried out efficiently and without disruption to Embassy operations.

· Maintaining all designated areas free of litter, debris, stains, and odors.

· Ensuring that all restrooms, kitchens, and high-touch surfaces are disinfected regularly and stocked with required consumables.

· Cleaning and maintaining exterior walkways, paved areas, courtyards, and stairways to ensure safe, neat conditions.

· Providing special event support such as setting up and restoring conference or dining areas when requested.

· Reporting any maintenance or safety concerns immediately to the Maintenance Supervisor or COR.

· The Contractor shall not perform any maintenance, repair, or non-janitorial tasks unless specifically directed by the COR in writing.

Key Deliverables, Milestones and Schedule

All tasks and deliverables shall be verified by the COR through regular inspection and performance monitoring.

Government Furnished Equipment & Information (GFE/GFI) [Identify any GFE and/or GFI that will be provided to the Contractor. If the list of property is extensive, this section should identify where that list can be found. Before offering to provide any property, make sure that it will be available when required, where required, and in the condition required by the contract.]

Other Pertinent Information & Special Considerations

· The Contractor shall supply all cleaning materials, consumables, and equipment required to perform the janitorial services described in this SOW.

All supplied items must be commercial-grade, safe for use within occupied office environments, and environmentally responsible in accordance with Embassy sustainability practices.

· The Contractor shall ensure the proper use, handling, and storage of all cleaning materials and equipment in compliance with manufacturer instructions, Embassy health and safety requirements, and U.S. Government standards.

· The Contractor shall be responsible for the maintenance, safekeeping, and operational condition of all equipment and tools used under this contract. Any damaged, faulty, or unsafe items shall be repaired or replaced immediately at the Contractor’s expense.

· Cleaning activities shall be carefully planned and executed to minimize noise, odor, and disruption to Embassy operations and personnel.

· All contractor staff shall maintain professional conduct and decorum at all times and shall not use Embassy equipment, power outlets, or facilities for personal purposes.

· The Contractor shall comply with all applicable health, safety, labor, and environmental regulations under South African law and U.S. Government occupational safety standards.

· Emergency cleaning requests or special tasks required by the COR shall be handled promptly and efficiently. Costs for such work shall be included in the overall fixed contract price unless otherwise approved in writing by the Contracting Officer.

· All waste generated during janitorial operations shall be collected, separated, and disposed of responsibly in accordance with Embassy sustainability and recycling policies.

· The Contractor shall not subcontract any portion of this work without the prior written approval of the Contracting Officer.

Constraints

Access Control

· Certain restricted areas (e.g., secure offices, data rooms, or plant rooms) require escorting by authorized Embassy personnel.

· Access shall be limited to approved hours and must be scheduled in advance with the COR.

· Contractor personnel shall only access areas necessary to complete assigned duties.

· All employees must display government-issued ID cards and wear uniforms clearly identifying them as contractor personnel.

Safety & Health

All contractors and subcontractors performing duties on behalf of the U.S. Government at U.S. Government-held sites are required to do so safely and healthfully. This is in accordance with South African law via the Occupational Health and Safety Act 85 of 1993 and American regulations via the U.S. Army Corps of Engineers’ EM 385-1-1: Safety and Occupational Health Requirements (accessible at https://www.publications.usace.army.mil/USACE-Publications/Engineer-Manuals/) and U.S. Mission South Africa’s Mission Policy P-070B-24, Safety Requirements for Contractors & Subcontractors. The U.S. Embassy Pretoria Post Occupational Safety & Health Officer (POSHO) must ensure strict compliance with current safety regulations as well as the overall health and safety of personnel, avoiding any damage or injury. The Contractor must accept all legal requirements and/or regulations currently enforced concerning safety for staff, technicians, other workers, and the public whom the work may directly or indirectly impact.

Contractors must submit a detailed, site-specific safety plan for POSHO review as part their tender documents, addressing hazard mitigation and control methods. The safety plan, which must always be accessible at the U.S. Government-held work site, must address the following requirements:

· General Safety

· Barricading and Warning Signs

· Personal Protective Equipment

· Safety Inspections

· Hand & Power Tool Safety

· Emergency Response

· High-Risk Work

· Electrical Safety

· Fall Protection

· Scaffolding

· Hazard Communication & Chemical Substances Safety

· Lifting Loads, Use of Cranes, or Elevating Work Platforms Safety

· Welding & Open Flame Operation Safety

· Confined Spaces Safety

The following items are generally included in the site-specific safety plan:

· Contractor appointment letter

· Agreement between Client and Contractor

· Notification of construction work [if applicable]

· Copy of the Occupational Health and Safety Act 85 of 1993

· Occupational Health and Safety Policy [company-specific]

· Occupational Health and Safety Management Plan [company-specific]

· Letter of Good Standing

· Safety Data Sheets [for all chemicals and hazardous materials, where applicable]

· Tax clearance certificate

· Risk assessments

· Safe work procedure [site-specific]

· Fall protection plan [site-specific, where applicable]

· Legal appointments (e.g., CEO, Risk Assessor, First Aider) [must include proof of training]

· Incident reporting procedures

· Emergency preparation documents

· First aid documents

· Site-specific list of employees [must include proof of training and issued protective equipment]

· Log of incident reports and accidents

Contractors who are awarded a contract, blanket purchase agreement, or purchase order to conduct work on behalf of the U.S. Government at its work sites are required to attend the Contractor Safety Awareness at U.S. Government Work Sites training session.

Inquiries concerning contractor safety requirements at U.S. Government work sites can be directed to the U.S. Embassy Pretoria Safety Office at PretoriaPOSHO@state.gov.

Accessibility

· Cleaning services must be conducted with minimal interference in Embassy operations and staff activities.

· Contractors must ensure that equipment and supplies are stored neatly and do not block corridors or emergency exits.

· Where required, work may be scheduled during after-hours or weekends upon approval by the COR.

Confidentiality & Privacy

· All contractor personnel shall treat information obtained within Embassy premises as confidential.

· No photographs, recordings, or unauthorized communications regarding Embassy activities are permitted.

· Staff are prohibited from discussing U.S. Government operations or internal affairs outside their scope of work.

· Any breach of confidentiality may result in contract termination, legal action, or denial of facility access.

· Contractor shall ensure that employee records and personal data are handled in compliance with applicable privacy regulations.

Contract Type

The Department of State will seek to acquire the deliverables and/or services outlined in this SOW as part of a Service Contract

Period of Performance

The Period of Performance will be: Base Year Plus Four Option Years for Renewal.

The Purchase Order will be for the Base Year Period Only.

(A modification will be made to fund any Option Years that may be exercised) BASE Year is 1 March 2026 – 28 February 2027 Option Year One is 1 March 2027 – 29 February 2028 Option Year Two is 1 March 2028 – 28 February 2029 Option Year Three is 1 March 2029 – 28 February 2030 Option Year Four is 1 March 2031 – 28 February 2032

Place of Performance

· U.S. Embassy Chancery – 877 Pretorius Street, Arcadia, Pretoria

· U.S. Embassy Annex – 100 Totius St, Groenkloof, Pretoria

· Community Centre – Corner Aries & Premier Streets, Waterkloof, Pretoria

· Embassy Warehouse – 30 Gemsbok Street, Koedoespoort, Pretoria

Points of Contact

Contracting Officer (CO)

Procurement Specialist

Contracting Officer’s Representative (COR) Embassy Chancery

Contracting Officer’s Representative (COR) Embassy Annex

Contracting Officer’s Representative (COR) Community Centre & Warehouse

Facility Manager

Contractor Performance, Appearance, and Conduct

· The Contractor shall take all steps necessary to maintain a line of communication with the Department of State so as to afford optimum deliverables and services under the terms of this SOW. Throughout the effective period of the SOW, the Department of State shall maintain its authority to determine work priorities.

· The Contractor’s employees shall maintain a neat, professional appearance that is commensurate with the tasks being performed on behalf of the Department of State and the U.S. Government.

· The Contractor shall ensure that its employees receive all necessary training to ensure work is accomplished in a manner that complies with local and national laws, applicable industry and safety standards, regulations and codes, and does not pose a threat to the safety and/or welfare of either the Contractor’s employees, personnel representing the Department of State, or the public.

· The Contractor shall ensure be accountable for its assigned spaces, supplies, parts, and materials that are the property of the Department of State, and shall be responsible for any and all damage to or loss of same. The Contractor is responsible for maintaining all assigned space in a clean and orderly manner.

· As directed by the COR, the Contractor will take all necessary action to minimize periods when equipment is out of service. Such action may include rescheduling planned work or the temporary use of additional Contractor personnel onsite to meet workload requirements.

General Notes

· The Contractor shall take all steps necessary to maintain a line of communication with the Department of State so as to afford optimum deliverables and services under the terms of this SOW. Throughout the effective period of the SOW, the Department of State shall maintain its authority to determine work priorities.

· Contractor qualifications for this scope of work is limited to firms, companies, and/or principals specializing in said work with no less than five (5) years of documented, successful experience.

· Normal working hours are 08:00 to 17:00 Monday through Thursday and 8:00 to 12:45 on Friday, except for holidays recognized by the Governments of the United States of America and Republic of South Africa, respectively.

· Parking is very limited in availability. The Contractor shall consult with the COR on any parking requirements.

END OF STATEMENT OF WORK

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