S -- EXPRESSIONS OF INTERESTS FOR JANITORIAL SERVICES CONTRACT

Notice Date

October 30, 2001

Contracting Office

North Atlantic Treaty Organization, Supreme Allied Command, Atlantic, 7857 Blandy Road, Suite 100, Norfolk, VA 23551-2490

ZIP Code

23551-2490

Solicitation Number

2001-12

Response Due

November 9, 2001

Point of Contact

hill@saclant.nato.int

E-Mail Address

Contracting Office (hill@saclant.nato.int)

Description

Your Company is hereby invited to submit expressions of interests to receive an invitation to bid on the following statement of work. Letters of interests received to the Contracting Officer shall be in simple letter format containing the following: Company Name, Address, Point of Contact, Phone Number and Facsimile Number and E-mail Address. Expressions of interest shall be received no later than 09 November 2001. The complete invitation to bid shall be dispatched to the responders by 13 November 2001 via carrier and or e-mail. It should be known that this Headquarters intends to award a base year contract from 01 January 2002 through 31 December 2002 with two one-year extension options expiring 31 December 2003 and 2004 respectively. HQ SACLANT reserves the right to cancel this request for expressions of interest and the subsequent invitation to bid at any time in whole or in part with no charges or fees to be levied against HQ SACLANT. All expressions of interest shall be forwarded to: North Atlantic Treaty Organization, Supreme Allied Commander, Atlantic 7857 Blandy Road, Suite 100, Norfolk, VA. 23551-2490 Attention: Contracting Officer. E-mail responses are suitable. E-mail address for response is hill@saclant.nato.int. Background:SACLANT is the headquarters facility for NATO located in Norfolk, Virginia. This is a high visibility facility by high-ranking officials from NATO member countries, and high-ranking U.S. officials. Therefore it is a primary importance that this facility reflect a superior level of cleanliness and order. Objectives: SACLANT's objective is to have a Contractor provide the janitorial services required maintaining this as a premiere facility, in accordance with the Genera Custodial Performance Requirements (Attachment A). Attachment A is based upon our current understanding of what is required, but Contractor should submit its proposal based upon its professional expertise in the kind and frequency of services required to maintain the facility at the prescribed level. TASKS: Contractor shall provide custodial labor, supervision, tools, equipment, office space, transportation, management, inspection and material requirements as described herein on the space specific on the Schedule of Custodial Work Matrix (Attachment B). Contractor shall provide a price proposal to maintain the facility in accordance with the General Custodial Performance Requirements (Attachment A). Contractor shall detail their proposed plan to maintain the cleanliness and order of the facility at the levels specified. With the goal of maintaining the health of SACLANT's personnel, Contractor's plan shall include the sanitizing of the facility on a regular basis (e.g., telephones, restrooms, and other touched surfaces such as door handles, light switches, hand rails). Contractor shall provide a quality assurance program that details how Contractor and SACLANT will ensure that the General Custodial Performance Requirements are adhered to. Included within this program will be a daily problem detection and resolution process. SACLANT-FURNISHED PROPERTY AND FACILITIES: SACLANT storage space for Contractor's storage of supplies, equipment and carts, which will be used in the performance of the work in the contract, are limited. Contractor therefore should plan on stocking its supplies off site. The Contractor will be expected to keep the spaces assigned neat and in orderly condition. The Contractor will maintain compliance with all federal, state, and local laws and regulations pertaining to the handling of hazardous materials and hazardous waste, this shall include maintaining Material Safety Data Sheets (MSDS) on all chemicals, solutions, etc. SACLANT will not be responsible for the Contractor's losses of materials, supplies and equipment stored in these spaces due to fire, theft or other caused, or losses of personal property or belongings of Contractor's employees. SACLANT will furnish water and electric current at existing outlets. All extensions of these utilities will be the responsibility of the Contractor. CONTRACTOR-FURNISHED ITEMS: Contractor shall furnish all equipment, materials, supplies, and services which are not specified herein as SACLANT-furnished and which are necessary to comply with the requirements of the contract. The Contractor shall maintain a place of business with a toll-free telephone at which Contractor may be reached during all regular working hours from 7 am to 4:30 pm Monday through Friday, and an emergency number for after hours. The Contractor supervisor on-site will wear a pager at all times while Contractor personnel are on-site. STANDARDS OF PERFORMANCE: The Contractor agrees that all work shall be performed by, and under the supervision of, Contractor personnel trained, skilled, and experienced in providing janitorial services. Contractor warrants that the performance of services hereunder will be provided in a professional and workmanlike manner in accordance with industry accepted standards. All work performed by the Contractor shall be performed in a safe and orderly manner with due regard for the safety and convenience of SACLANT personnel. Contractor's personnel shall be neat and clean, and shall obey all SACLANT rules and regulations while on SACLANT premises. All employees of the Contractor shall wear sensible work uniforms, with the company name on them. Contractor's employees may only clean non-common (office) areas when they are staffed. SACLANT's normal working hours are 8 am to 4:30 pm Monday through Friday, however several of the offices areas are normally staffed by 7:00 am. Therefore the cleaning of non-common areas is more conducive to "area cleaning" (where one person cleans an entire area) than "team cleaning". Contractor's bid response should take into consideration these factors. BUILDING MEASUREMENTS: Measurements, in square yards, indicated in the Schedule of Custodial Work Matrix (Attachment B) represent gross areas of floor apace of buildings requiring service. These measurements are measured within 5 percent of actual floor areas. The Contractor may at his expense remeasured the area to be serviced, If the Contractor's measurements differ by more than 5 percent of the square yard figures specified, an adjustment in the contact price will be made. ADDITION AND DELETION OF SPACE: Any additions or deletions of space shall be at the rate offered by the Contractor in his bid response on Enclosure 1, "Price Format". "SACLANT shall make any such additions or deletions a permanent part of this contract by written amendment. OPTIONAL SERVICES: Contractor shall indicated its price proposal to scrub and burnish the lobby terrazzo floors and monthly carpet cleaning in his bid response on Enclosure 1, "Price Format". Contractor shall also recommend the frequency required. SECURITY: The contractor shall ensure all personnel are in possession of an U. S. Government Contractor's Identification Card for access to the Naval Support Activity Compound. Contractors both personal and business vehicles must meet the requirements to obtain a Department of Defense Base Decal. All contractor employees performing work in HQ SACLANT spaces will be required to undergo and satisfactorily complete a Virginia State criminal background security check. Upon successful completion of the criminal security check, each person employed will be authorized unescorted access into HQ SACLANT spaces during normal working hours. Statewide background checks for employees shall be provided to HQ SACLANT for review prior to being issued "Unclassified" clearance badges by HQ SACLANT's Director of Security. Employees that require to work outside normal working hours will require a staff escort in all spaces not considered common areas. Any and all costs associated with these requirements are the sole responsibility of the contractor and shall not be reimbursed by HQ SACLANT. GENERAL CUSTODIAL PERFORMANCE REQUIREMENTS A). Custodial Performance Requirements: (1) ROOM/OFFICE/PASSAGEWAY CLEANING OPERATIONS: All furniture, equipment, horizontal ledges and sills shall be dusted (tables and chairs in conference rooms dusted and polished) with the exception of furniture, which has working papers on it. All room dividers, interior glass, glass partitions, interior doors/jambs/hardware, interior walls, transoms, and national displays work shall be cleaned removing marks, (if possible), by dusting/wiping insuring there is no streaking. Counter tops, sinks and bright work shall be scrubbed and wiped clean. *Other Requirements in this section a. Surfaces on the interior/exterior of elevator cars hall be cleaned including doors, walls, lights, light panels, and all bright metal surfaces. All surfaces shall be kept from dust and finger marks. b. Foyer/Lobby, Glass, Main Entrance: Soil, markings and other defacements shall be removed from all (interior and exterior) glass surfaces, including high areas and metal framework above 7'-0". Washed surfaces shall present a clean appearance free from streaks or watermarks. c. High Cleaning: High cleaning includes cleaning (interior) horizontal and vertical surfaces above 7'-0" from floor level. Walls shall be free of dirt, smudges and markings. Ceilings, fixtures and displays shall be free of cobwebs and loose dust. d. Wood trims, moldings, railing and baseboards shall be dusted, cleaned and oiled regularly as needed to maintain a polished appearance. (2) TRASH REMOVAL SPERATIONS: a. Wastebaskets shall be emptied in a manner that will not cause dispersion of dust. Boxes, cartons found in offices and passageways that are too large to be placed in containers shall be removed, flattened, and placed in approved containers daily. All trash shall be removed to the point of pickup. The point of pickup is intended to mean the nearest trash trailer/container in those areas served by the janitorial force, care will be taken to prevent the dispersion of trash due to wind, busted bags or other causes. b. Trash Containers and Plastic Liners in all spaces must be maintained in a clean and sanitary condition. Plastic liners may be used in lieu of washing the trash receptacles. If plastic liners are used, any liner with food wastes in it, shall be replaced when trash is removed. c. Ashtrays and ash receptacles shall be emptied into a UL listed "fire suppression container" and removed immediately, after collection, from all SACLANT facilities. Ashtrays and receptacles will be wiped clean and free of ash residue. (3) DUST MOPPING SWEEPING OR VACUUMING OPERATIONS: a. Dust Mopping: Tile floors shall be dust mopped, as required, so as to present a clean and orderly appearance with no loose dirt or dust streaks left in corners, under furniture or behind doors. Care shall be taken to prevent marring of baseboards, furniture, or equipment. Dust mops heads shall be treated daily with a dust collection compound and replaced or cleaned as necessary but not more than daily. Boxes and furniture items shall be moved for dust mopping and replaced, Surface accumulations of hardened dirt or gum that cannot be removed with the dust mop shall be removed with an appropriate tool or chemical which will not damage floor or finish. b. Vacuuming Rugs: All rugs and carpets shall be cleaned by an electric vacuum cleaner incorporating brushes or beating action. Rugs shall be cleaned of all dust and imbedded dirt for their full depth. Care shall be taken to remove dust and dirt adjacent to baseboards. Any spots, which the vacuum cleaner will not remove, shall be spot cleaned and removed (if possible). In instances where the edges of rugs and carpets become discolored or soiled through the floor cleaning and waxing operations due to the failure of the custodial to exercise adequate care and protection, then the Contractor shall, when directed of the damaged items of floor covering at his own expense. (4) DAMP MOPPING OPERATIONS: The absolute minimum amount of water, water-soap solution, or water-cleaner solution required to remove dirt and rinse floors shall be used. Flooding of floors will be avoided at all times and rinse water shall be changed frequently. Floors shall be mopped, rinsed, and dried in small areas at a time, so ass to reduce possible water damage. Extreme care shall be exercised to prevent the splashing of baseboards, furniture or other equipment with mop water or water solutions and to prevent water from seeping under furniture, baseboards, or equipment. Hard to reach places shall be mopped by hand using a sponge or clean cloth. All mopped floors shall present a clean appearance free from streaks, smears, or dirt residue. In case wet mopping of floors does not satisfactorily remove dirt, the Contraction Officer or his representative, shall, at his option. Require that these areas be machine scrubbed. Rinsing shall be with clear, cold water. A minimum of cleaning solution shall be used and in as low a concentration as possible to obtain the required cleaning. (5) SPRAY BUFFING AND STRIPPING/SEALING/WAXING OPERATIONS: a. Spray Buffing: Dust mopping and damp mopping shall be accomplished prior to spray buffing. All resilient floor areas, (as required), shall be lightly sprayed with a wax/water emulsion mix and buffed sufficiently for maximum gloss and a uniform sheen. After the spray buffing process has been completed, dust mopping shall be performed to insure that all debris that has been dislodged from the floor surface by the spray buffing process is removed from the floor surface. Furniture or equipment moved during spray buffing operations shall be returned to its original position. b. Strip/Seal/Refinish (resilient tile/linoleum floors): Prior to operation, all furniture, including but not limited to, coat racks, chairs, sofas, tables, desks and file cabinets shall be move and returned to their original location upon completion. Remove old floor finish prior to application of new floor finish using a commercial grade stripper. Solution shall be applied sparingly and machine stripped with a nylon pad. Thoroughly rinse floor three times with clean water prior to application of sealer. Apply three coats, (allow each coat to dry), of self-polishing, non-slip, water emulsion wax. c. Strip/Seal /Refinish (terrazzo, ceramic or quarry tile floors): Work requirements are the same as resilient tile floors except that three coats of penetration type sealer will be used prior to application of wax coats. NOTE: The Contractor shall insure that no floor finish is splashed on walls, doors (metal, wood or glass), baseboard or furniture. If such material is splashed upon these surfaces, the Contractor shall immediately remove the material. In the event the splashed floor finish or floor dressing leaves a permanent stain, the Contractor shall be responsible for returning the area affected to a condition equal to that which existed prior to the operation. If necessary, this shall include repainting a section of wall to the satisfaction of the Contraction Officer. (6) CLEAN AND SERVICE RESTROOM OPERATIONS: a. Restroom Supplies: All rest room supply holders, including those for paper towels, toilet tissue, soap dispensers, toilet seat covers, aerosol deodorant refills and deodorizing urinal screens shall be replenished so no outages occur. b. Damp mop, scrub or otherwise "wet clean" with a quality disinfectant cleaner, all floors in toilet, wash and shower areas, including adjacent lounges and locker rooms by using a clean mop rinsing, leaving no streaks on the floor area. Mop splashes on the baseboards shall be cleaned up as they occur. Floors shall be left in a dry condition with no standing puddles. c. Walls, doors, fixtures, bright work, soap dispensers, mirrors, shelves, trash receptacles, tables and furniture shall be cleaned by using a neutral soap solution which shall be removed by damp, clean cloth or other similar approved methods. Where damp wiping will not remove dirt, a mild cleaning solution, which will not stain, fade, or affect adjoining framing, paint work, or varnish shall be used. Final wiping with a dry cloth, pad, or chamois shall present a clean finish free of water marks or streaks. d. Toilets. The entire toilet shall be cleaned with a disinfectant. Bowl shall be scrubbed clean as far into the trap as possible and under the inside rim, Removal of stains with a soap grit or grit cake is allowed; however, the use of cleaners, acid, or strong alkalis which tend to damage glaze shall not be allowed. Cleaning shall include the seat, exterior or the tank, flushometer valve, piping, and exterior/interior of the bowl. Cleaning shall be completed by wiping the seat, exterior of the tank or flushometer valve, adjacent piping, and exterior of the bowl with a clean, damp cloth or sponge and in the sequence stated. e. Urinals shall be cleaned in the same manner as specified for toilets. Urinal odor blocks shall be installed in all urinals and replenished as needed. Small pieces of urinal block shall be removed. All urinals will be equipped with strainers to prevent clogs. Strainers shall be replaced every fifty days. f. Restroom trash receptacles should be checked frequently on the daily basis and emptied, as they become full. Replace liners. g. Drinking Fountains shall be cleaned and disinfected using a detergent solution and clean cloth to clean the basin area and cabinet sides. All areas will be thoroughly cleaned, rinsed, and dried. Surfaces shall present a clean appearance free of dirt, streaks or water marks. h. Strip/Seal/Refinish (terrazzo, ceramic or quarry tile floors): Work requirements are the same as resilient tile floors except that three coats of penetration type sealer will be used prior to application of wax coats. CARPET CARE PROGRAM a. Open area carpets will be cleaned monthly using the wet extraction method or as recommended by the carpet manufactures. Areas with limited access such as under and around desk will be cleaned monthly using the spotlight cleaning procedure that is approved by the carpet manufactures. All Flag Officer areas and surrounding common areas will be inspected nightly and spot cleaned as needed in addition to monthly cleaning. In cases where the spotlight procedure is inadequate due to heavy soiling, the wet extraction processes will be used as necessary to ensure a quality service. All processes, material, and equipment must meet all federal, state and carpet manufacturer requirements. b. A monthly cleaning schedule will be developed to meet SACLANT security and scheduling requirements.

Record

Loren Data Corp. 20011101/SSOL005.HTM (W-303 SN5118Y0)