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USAGM THAILAND TRANSMITTING STATION, RASOM DISTRICT, AYUTTHAYA PROVINCE, THAILAND JANITORIAL SERVICES. C.1 SCOPE OF WORK The purpose of this fixed price contract is to obtain janitorial services for r... USAGM THAILAND TRANSMITTING STATION, RASOM DISTRICT, AYUTTHAYA PROVINCE, THAILAND JANITORIAL SERVICES. C.1 SCOPE OF WORK The purpose of this fixed price contract is to obtain janitorial services for real property owned or managed by the U.S. Government at US Agency for Global Media, Thailand Transmitting Station (USAGM/TTS), Rasom, Ayutthaya Province under U.S. Embassy Bangkok, Thailand. 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 and stairways. The contract will be for one year period from the date of the contract award, with four (4) one-year options. The Contractor shall furnish all managerial, administrative supplies, materials, equipment such as toilet tissue, paper hand towels, rags, paper drinking cups, liquid and solid soap, wax, brushes, disposable bags, industrial strength vacuum cleaners and such related cleaning supplies and materials as required to service US Government buildings including 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. C.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 thirty days after contract award. The Contracting Officer’s Representative must approve these general instructions before issuance. C.1.2 Duties and Responsibilities C.1.2.1 Certain areas listed in paragraph #3.1 require an escort and can only be entered during scheduled times. The General Instructions shall emphasize security requirements so that accidental security violations do not occur. C.1.2.2 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 daily. C.1.2.3 Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine if the schedules presented meet the needs of the individual facility. C.1.3 Types of Services Standard Services shall include the following work: C.1.3.1 Daily Cleaning Requirements shall consist of: C.1.3.1.1 Sweeping all floor areas including damp mopping of areas such as tile, linoleum 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. 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. C.1.3.1.2 Dusting and cleaning all furniture including desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors, pictures, maps, telephones, computers and monitors, lamps and other common things found in an office environment. All furniture shall be free of dust, dirt, and sticky surfaces and areas. C.1.3.1.3 Vacuuming all 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. C.1.3.1.4 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 refill paper towels, toilet paper, and soap in all bathrooms. The Contractor shall check those areas used by personnel daily to ensure that the facilities are kept clean and neat. C.1.3.1.5 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. C.1.3.1.6 Removing any grease marks or fingerprints from walls, doors, door frames, radiators, windows and window frames, glass desk protectors and partitions. C.1.3.1.7 Removing trash to designated area as directed by the COR and keeping trash area in a reasonably clean condition. C.1.3.1.8 Sweeping debris from walkways and driveways and hose cleaning them during appropriate climatic and water use conditions. C.1.3.2 Weekly Cleaning Requirements shall consist of: C.1.3.2.1 Polishing all brass surfaces including door and window handles, plaques. C.1.3.2.2 Dusting tops of tall furniture, tops of picture frames and areas not covered in daily dusting. C.1.3.2.3 Spot cleaning baseboards and walls. C.1.3.2.4 Spot waxing and polishing floors as needed. C.1.3.2.5 Shampooing (small area spot clean; as needed) carpets. C.1.3.2.6 Dusting window sills and blinds. C.1.3.2.7 Cleaning shutters as required. C.1.3.2.8 Sweeping and washing terraces to remove all accumulated dirt and debris. C.1.3.3 Monthly Cleaning Requirements shall consist of: C.1.3.3.1 Cleaning major appliances inside and out including vacuuming dust from around motor areas. C.1.3.3.2 Wiping window blinds with a damp cloth to ensure that all smudges are removed. C.1.3.3.3 Cleaning inside window glass and sash of smudges and accumulated dirt. C.1.3.3.4 Moving all furniture and vacuuming or polishing the floor under the furniture as appropriate. C.1.3.3.5 Waxing and polishing floors. When completed, the floors shall be shiny and free of all accumulated dirt. C.1.3.4 Quarterly Cleaning Requirements shall consist of: C.1.3.4.1 Washing the outsides of the windows. When completed the windows shall be free of smudges, lint, or streaks from the surfaces. C.1.3.4.2 Removing and washing window blinds. C.1.3.4.3 Shampooing the entire surface of carpets in the high traffic areas. C.1.3.4.4 Cleaning and sanitizing the trash holding area. C.1.3.4.5 Dusting and wiping light fixtures. When completed, the light fixtures shall be free from bugs, dirt, grime, dust, and marks. Cleaning all light fixtures using appropriate methods to restore the original luster to the fixtures. This will include ensuring that all crystal reflectors are individually washed. C.1.3.4.6 Dusting and wiping the air-condition vents. C.1.3.5 Semi-Annual Cleaning Requirements shall consist of: C.1.3.5.1 Stripping wax coats, spot checking sealer coats, and completely reapplying wax coats. C.1.3.5.2 Shampooing carpets in all areas. C.1.3.5.3 Cleaning the exterior area of the buildings and guardrooms, which comprise of cement surface, marble, glass windows and including interior of the perimeter fence, and wall around the building. When completed, all areas shall be free from dust, bugs, dirt, grime and marks. C.1.3.5.4 Cleaning, waxing and polishing all floors of the entrance hallway. When completed, the floors shall be shiny and free all accumulated dirt. C.1.3.6 Annual Cleaning Requirements shall consist of: C.1.3.6.1 Stripping wax coats and seal coats to the bare floor surface; cleaning the bare surface, and reapplying a seal coat. C.1.3.6.2 Cleaning gutters and down spouts of all collected debris. C.1.4 Safety Precautions C.1.4.1 Only trained and qualified personnel shall be utilized in this type of service to prevent accidental poisoning when using cleaning compounds, chemicals and other janitorial supplies and materials. C.1.4.2 Contractor personnel must use Personal Protective Equipment (PPE) and clothing such as hand gloves, shoes (not flip-flops), goggles, apron, dust or gas mask in sufficient quantities of contract to performance and safety of the Contractor’s employees when applying or using hazardous chemicals or compounds. C.1.4.3 All personnel shall maintain good housekeeping practices. All floors shall be free of any liquid spills. C.1.4.4 During mopping and applying wax, traffic/caution or warning signs must be placed in the area to prevent anyone from sliding. C.1.4.5 When using disinfectant, de-clogger and other janitorial chemicals or compounds, contract personnel must always read the label for safety instruction, disposal and usage. C.1.4.6 Contractor employees must be familiar with the station’s Safety Plan. C.1.4.7 All contractor personnel must observed safety caution at all times. At no time is horseplay tolerated in the station. C.2.0 MANAGEMENT AND SUPERVISION C.2.1 The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. 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 station Management. The supervisor shall have supervision as his or her sole function. C.2.2 The Contractor shall maintain schedules. 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 as to the personnel to be used and the time frame to perform the service. C.2.3 The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract. C.3.0 LOCATIONS FOR JANITORIAL SERVICES The Contractor shall perform janitorial services in Zones A through C, of all site buildings located at the Rasom Transmitter Facility. Work shall normally be performed during normal duty hours from Mon – Fri from 7.30 a.m. to 4.00 p.m., unless otherwise approved by the COR. The Contractor may refer to the janitorial service schedule found in Section J, Exhibit A, when preparing the Execution Plan. The Contractor shall provide all supplies and equipment (brooms, mops, buckets, solvents, waxes, sponges, rags, polishers, etc.) necessary to perform these services. (Refer to Section J, Exhibit A for service locations.) C.3.1 Zone-A: High voltages, heavy machinery, and dangerous power tools are located throughout this zone. In addition to the zones specified in the Exhibits 1 & 2, the interior fence guard booth is included in Zone-A. Free access is not granted to any contract personnel. Janitorial services performed in these areas shall be coordinated with the appropriate Unit Supervisor prior to access and accomplished while under escort from a station employee. Janitors performing in Zone-A areas are not allowed to touch or move any equipment without permission. Standard performance in these areas includes sweeping, dusting, floor waxing, and trash disposal. Transmitter & Administration Building (Zone–A) = 740.00 sq.m. C.3.2 Zone-B: Primarily defined as office areas, janitorial staff may access and service these areas as appropriate. No need for escort. Unless otherwise directed by office occupants, desktop items, light furniture, and other displaceable items should be moved to facilitate proper servicing of the area. Dusting, sweeping, vacuuming, cleaning, trash removal, and potted plant care may be performed, unless otherwise prohibited by the office occupant. Janitorial staff should make a reasonable effort to minimize disruption to office occupants while performing services. Transmitter & Administration Building (Zone–B) = 404.00 sq. m. C.3.3 Zone-C: Free access is granted to all areas within this zone, which also includes the Guard Barracks located near the exterior front gate. Dusting, sweeping, vacuuming, cleaning, waxing, trash removal, and potted plant care may be performed as necessary. Care should be taken to ensure the safety of pedestrians. Wet floors and other hazards posed while performing janitorial services shall be clearly identified. Transmitter & Administration Building (Zone–C) = 1,144 sq. m. GRAND TOTAL ALL AREAS 2,288 SQUARE METERS C.4.0 PERSONNEL C.4.1 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. C.4.2 Standards of Conduct C.4.2.1 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms T-shirts with Contractor’s logo for each employee utilized in this contract when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). C.4.2.2 Neglect of duties shall not be condoned. The Contractor shall enforce 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. C.4.2.3 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. C.4.2.4 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. C.4.2.5 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by 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 C.4.2.6 Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., 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. C.4.3 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. C.4.4 Personnel Security C.4.4.1 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 15-30 days to perform. For each individual the list shall include: Full Name Place and Date of Birth Current Address Identification number The Government shall issue identity 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. C.5.0 MATERIALS AND EQUIPMENT The Contractor shall provide all necessary janitorial supplies and equipment, including mops, brooms, dust rags, detergents, cleaners, etc. to perform the work identified in this contract. C.6.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT C.6.1 All Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract. The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to Contractor negligence. C.6.2 The Contractor shall maintain written records of work performed, and report the need for major repair, replacement and other capital rehabilitation work for Government property in its control. C.6.3 The Contractor shall physically inventory all Government property in its possession. Physical inventories consist of sighting, tagging or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract. C.7 INSURANCE C.7.1 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: C.7.2 General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury) 1. Bodily Injury stated in Baht: Per Occurrence Baht 300,000.00 Cumulative Baht1,000,000.00 2. Property Damage stated in Baht: Per Occurrence Baht 300,000.00 Cumulative Baht 1,000,000.00 C.7.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily 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. C.7.4 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. C.7.5 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to: any property of the Contractor, its officers, agents, employees, or 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. C.7.6 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. C.7.7 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. C.7.8 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. C.8.0. LAWS AND REGULATIONS C.8.1 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. C.8.2 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. C.9 TRANSITION PLAN Within ten (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. C.10 DELIVERABLES Please see the attached RFP for this section. C.11 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. Please see the attached RFP for this section. C.11.1 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. C.11.2 STANDARD. The performance standard is that the Government receives no more than three (3) customers’ 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 Items), if any of the services exceed the standard. C.11.3 PROCEDURES. (a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR. (b) The COR will complete appropriate documentation to record the complaint. (c) 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. (d) 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. (e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints. (f) 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. (g) The COR will consider complaints as resolved unless notified otherwise by the complainant. (h) 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. Please review the attached RFP in its entirety for a full description of the requirement.