Closed Solicitation · DEPARTMENT OF STATE
AI Summary
The Department of State is seeking proposals for garbage collection services at U.S. Embassy facilities, including residences and designated properties. The contract includes a base period of one year with four optional one-year extensions. Services must be performed three times a week, with additional emergency collections as needed.
Garbage Collection Services for U.S. Embassy and Residences
1. PURPOSE AND SCOPE
This Blanket Purchase Agreement (BPA) establishes the terms and conditions for comprehensive garbage and trash collection services at U.S. Embassy facilities, including the Embassy Chancery, official residences, and designated Overseas Buildings Operations (OBO) properties.
Covered Locations:
2. CONTRACT PERIOD
Base Period: One (1) year from the date of contract award
Option Periods: Four (4) additional one-year option periods
The Government reserves the right to exercise option periods at its sole discretion.
3. GENERAL REQUIREMENTS
3.1 Service Frequency and Schedule
The Contractor shall collect garbage and trash from all designated locations a minimum of three (3) times per week, totaling twelve (12) service visits per location per month.
Regular Service Hours: Monday through Friday, between 08:00 and 16:30 hours
Service Days: The Contractor shall establish a consistent weekly schedule (e.g., Monday/Wednesday/Friday or Tuesday/Thursday/Saturday) in coordination with the Contracting Officer's Representative (COR) prior to service commencement.
3.2 Collection Requirements
Location
Service Frequency
Monthly Units
OBO 4000 NEC
4 times per week
16
OBO 1528 CMR
3 times per week
12
OBO 312 K24 (DCMR)
3 times per week
12
3 times per week
12
OBO 316 N22
3 times per week
12
OBO 301 K23
3 times per week
12
OBO 305 German Compound (G1-G6)
3 times per week
12
3.3 Additional Collection Services
Yard Waste: The Contractor shall collect tree cuttings, branches, grass clippings, and similar yard waste at no additional cost, provided the volume does not exceed three (3) standard garbage bags at the time of regular pickup.
Emergency/Additional Removals: The Contractor shall respond to requests for additional collections, including yard debris and construction waste, within twenty-four (24) hours of notification. The Government will compensate the Contractor for emergency services according to rates established in the contract.
On-Call Services: The Contractor shall maintain the capability to respond to emergency collection requests at any time, including weekends and holidays.
3.4 Collection Procedures
3.5 Current Service Locations
The Embassy currently maintains approximately seven (7) residences within the designated areas. Note: The number and location of residences are subject to change at any time based on operational requirements. The Contractor will be notified in writing of any additions or deletions to the service locations (see Attachment A for current list).
4. PERFORMANCE STANDARDS
4.1 Responsiveness
4.2 Quality Standards
4.3 Documentation and Accountability
Time and Attendance Records: The Contractor shall maintain a time and attendance log for all workers providing services under this contract. Workers shall sign in and out at each location serviced, recording:
These records shall be made available to the COR upon request and submitted monthly with invoices.
Security Log: The Contractor's personnel shall sign the security guard's daily log when entering and exiting each premises.
5. PLACE OF PERFORMANCE
Services shall be performed at the following locations:
Note: The list of service locations in Attachment A is subject to modification. The Government will provide written notification of any changes to service locations. The Contractor shall be prepared to add or remove locations with five (5) business days' notice.
6. PERSONNEL REQUIREMENTS
6.1 Staffing
The Contractor shall provide sufficient qualified personnel to perform all services required under this contract in accordance with the specified schedule and performance standards.
6.2 Supervision
The Contractor shall designate a supervisor or point of contact responsible for:
The supervisor shall be available by telephone during all service hours and shall respond to urgent calls within one (1) hour.
6.3 Discipline and Conduct
The Contractor shall maintain discipline among all personnel and take reasonable precautions to prevent unlawful, riotous, or disorderly conduct. The Contractor shall preserve peace and protect persons and property at all service locations.
6.4 Removal of Personnel
The Government reserves the right to direct the Contractor to remove any employee from the worksite for failure to comply with standards of conduct or security requirements. The Contractor shall immediately replace such personnel to maintain continuity of services at no additional cost to the Government.
7. STANDARDS OF CONDUCT
All Contractor personnel shall adhere to the following standards while performing services under this contract:
7.1 Professional Behavior
Prohibited Conduct:
7.2 Uniforms and Identification
The Contractor's employees shall wear uniforms or appropriate attire that clearly identifies them as associated with the Contractor's company. Uniforms shall be clean, professional, and include visible company identification.
7.3 Intoxicants and Controlled Substances
The Contractor shall not permit employees to possess, sell, consume, or be under the influence of alcohol, illegal drugs, or substances that produce similar effects while on duty or on Government property.
7.4 Additional Prohibited Activities
8. NOTICE OF LABOR DISPUTES
The Contractor shall immediately inform the COR of any actual or potential labor dispute that is delaying or threatening to delay timely performance of this contract. Notification shall include:
9. PERSONNEL SECURITY REQUIREMENTS
9.1 Background Checks
Within ten (10) days after contract award, the Contractor shall provide the following information for each employee who will work under this contract:
The Government will conduct background checks on all proposed personnel. Security clearance processing may take up to thirty (30) days. No Contractor personnel shall begin work until cleared by the Government.
9.2 Identity Cards
The Government may issue identity cards to approved Contractor personnel. These cards:
9.3 Access Control
The Government reserves the right to deny or revoke access to U.S.-owned and U.S.-operated facilities to any individual at any time, without providing justification.
9.4 Changes in Personnel
The Contractor shall notify the COR in writing at least five (5) business days prior to assigning new personnel to this contract. New personnel shall not begin work until cleared by the Government.
10. KEY CONTROL
10.1 Key Management
The Contractor shall receive, secure, issue, and account for any keys provided for access to buildings, offices, equipment, gates, or other secured areas. The Contractor shall:
10.2 Lost or Duplicated Keys
Unauthorized Duplication: If the Contractor or its agents duplicate keys without COR approval, the Contractor shall immediately remove the responsible individual(s) from the contract and reimburse the Government for the cost of rekeying the affected system.
Lost Keys: The Contractor shall immediately notify the COR if any keys are lost. The Contractor shall reimburse the Government for the cost of rekeying the affected system.
11. MATERIALS AND EQUIPMENT
11.1 Bin Liners
The Contractor shall provide three (3) heavy-duty bin liners (minimum size: 100 cm x 60 cm or larger) to each residence and replace them on every scheduled collection day. Bin liners shall be:
11.2 Collection Equipment
The Contractor shall provide and maintain all equipment necessary to perform services, including but not limited to:
All equipment shall be maintained in safe, operational condition and comply with local regulations.
12. INSURANCE REQUIREMENTS
12.1 Insurance
The Contractor shall obtain any other types of insurance required by local law or customarily obtained in the location of work. Coverage limits shall meet legal requirements or be sufficient to address normal and customary claims.
12.2 Workers' Compensation
For U.S. citizen employees or employees directly hired in the United States or its possessions, the Contractor shall provide workers' compensation insurance in accordance with FAR 52.228-3. Host country nationals without a Department of Labor waiver shall also be covered.
12.3 Indemnification
The Contractor agrees that the Government shall not be responsible for personal injuries or property damage to the Contractor, its officers, agents, servants, employees, or any other person arising from or incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims, except in instances of gross negligence by the Government.
12.4 Equipment and Materials Insurance
The Contractor shall obtain adequate insurance for damage to or theft of materials and equipment in transit to the site or in storage on or off the site.
12.5 Government as Additional Insured
The general liability policy 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.
12.7 Evidence of Insurance
The Contractor shall provide certificates of insurance evidencing all required coverage within ten (10) days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit required insurance documentation.
13. COMPLIANCE WITH LAWS AND REGULATIONS
13.1 Legal Compliance
Without additional expense to the Government, the Contractor shall comply with all applicable laws, codes, ordinances, and regulations, including but not limited to:
13.2 Conflict Resolution
In the event of a conflict between contract requirements and local law, the Contractor shall promptly advise the Contracting Officer of:
The Contracting Officer will provide direction for resolution.
13.3 Labor Laws
The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent such compliance is not inconsistent with contract requirements.
14. TRANSITION PLAN
14.1 Plan Development
Within ten (10) days after contract award, the Contractor shall develop and submit a transition plan to the Contracting Officer. The plan shall address:
14.2 Plan Approval
The Contracting Officer will review and approve the transition plan. The Contractor shall not begin performance until the plan is approved and all prerequisites (clearances, insurance, etc.) are satisfied.
15. INVOICING AND PAYMENT
15.1 Invoice Submission
The Contractor shall submit invoices monthly to: ConakryDBO@state.gov
15.2 Invoice Requirements
Each invoice shall include:
15.3 Payment Terms
Payment for Services Rendered Only: The Contractor shall invoice only for services actually provided. No payment will be made for scheduled services not performed.
Emergency Services: Emergency or additional collections beyond the scheduled three times per week shall be invoiced separately at the rates established in the contract.
16. DELIVERABLES
The following items shall be delivered under this contract:
Description
Quantity
Due Date
Deliver To
Weekly Service Schedule
3
Weekly
COR
List of Personnel (with security information)
1
10 days after award
COR
Evidence of Insurance
1
10 days after award
CO
Business Licenses and Permits
1
Date of award
CO
Transition Plan
1
10 days after award
COR
Monthly Time and Attendance Records
1
With monthly invoice
COR
Monthly Payment Request/Invoice
1
Monthly
ConakryDBO@state.gov
17. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
17.1 Purpose
This Quality Assurance Surveillance Plan provides a method for the COR to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued deficiencies. The Contractor, not the Government, is responsible for management and quality control to meet contract terms.
17.2 Performance Objectives and Standards
Performance Objective
SOW Reference
Performance Threshold
Monitoring Method
Scheduled Collections
Sections 3.1-3.2
All scheduled collections completed on designated days
COR observation and complaint tracking
Service Quality
Section 4.2
Collection areas left clean; no debris remaining
COR inspection and complaint tracking
Responsiveness
Section 4.1
Emergency requests addressed within 24 hours
COR tracking of response times
Customer Satisfaction
All sections
No more than two (2) valid customer complaints per month
COR complaint log
17.3 Surveillance Procedures
Step 1 - Complaint Receipt: Government personnel observing unacceptable services (incomplete work or required services not performed) shall immediately contact the COR.
Step 2 - Documentation: The COR will document all complaints, including:
Step 3 - Validation: The COR will investigate and determine whether the complaint is valid.
Step 4 - Contractor Notification: For valid complaints, the COR will notify the Contractor orally (at minimum) and provide an opportunity for correction. The COR shall determine a reasonable timeframe for corrective action based on the nature of the deficiency.
Step 5 - Contractor Response: The Contractor may investigate and challenge the validity of the complaint. If the Contractor disagrees, the COR will review the matter and make a final determination.
Step 6 - Resolution: The COR will consider complaints resolved unless notified otherwise by the complainant.
Step 7 - Repeat Complaints: Repeat customer complaints for the same deficiency during the service period are not permitted. If a repeat complaint is received, the COR will contact the Contracting Officer for appropriate action under the Inspection clause (FAR 52.212-4).
17.4 Performance Monitoring
The COR will:
17.5 Corrective Action
If performance falls below acceptable standards, the COR will:
The Contracting Officer may take action under the Inspection clause, including:
18. CONTRACTING OFFICER'S REPRESENTATIVE (COR)
The Contracting Officer will designate a COR who will:
The COR does not have authority to modify contract terms or authorize changes that affect price, quantity, quality, or delivery schedule.
19. ATTACHMENTS
Attachment A: Current List of Service Locations (to be provided at contract award and updated as needed)
20. DEFINITIONS
COR: Contracting Officer's Representative - The Government official designated to monitor contract performance and serve as the primary point of contact for the Contractor.
CO: Contracting Officer - The Government official with authority to enter into, administer, and terminate contracts.
Emergency Collection: Unscheduled garbage collection requested outside the regular three-times-per-week schedule.
Service Location: Any residence, office, or facility designated in this SOW or Attachment A where garbage collection services are required.
Valid Complaint: A documented deficiency in service that is confirmed by the COR after investigation.
19GV1026Q0010-GARBAGE COLLECTION CONTRACT. is a federal acquisition solicitation issued by DEPARTMENT OF STATE. Review the full description, attachments, and submission requirements on SamSearch before the response deadline.
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