JANITORIAL SERVICES

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation, clarifying requirements for on-site supervision and language proficiency in different locations.

• Rome On-Site Supervisor: The designated representative in Rome must be on-site at all times, serve as the primary contact with U.S. Government personnel, possess sufficient English language skills for communication, and have supervision as their sole function.
• Milan On-Site Supervisor: The same requirement for an on-site supervisor at all times applies in Milan.
• Florence On-Site Supervisor: Reference is made to a previous response (Q8) regarding the necessity of an English-speaking cleaning supervisor always being available in Florence.
• Chairperson Language Requirements: There is no English language requirement for the Dedicated Chairperson in Rome or the Additional Chairpersons in Milan.

These clarifications refine the requirements for on-site personnel, specifically regarding their presence, communication abilities (English proficiency), and roles in Rome, Milan, and potentially Florence. Bidders should ensure their proposed staffing plans align with these clarified supervisory and language requirements for each location.

Form / Attachment / Pricing Sheet

This document, "Attachment 1c Milan Prices - Rev.1.xlsx", provides detailed pricing information for janitorial services across multiple contract years (Base Year, Option Years 1-4). It is intended to be used by bidders to understand the cost structure for standard and temporary additional services.

• Standard Services: Firm fixed prices per month for the Base Year and Option Years 1-4. The provided data shows a quantity of 12 months with a total price per year of $0.00 for each year.
• Temporary Additional Services: Unit prices for various services such as curtain washing, carpet shampooing, floor polishing, trash removal, full cleaning services for apartments, and manpower for charperson/maid duties (regular, overtime, Saturday, Sunday/Holiday). The estimated quantity per year and price per year are listed, with all prices per year shown as $0.00.
• Materials or Equipment: The government will reimburse the contractor for requested materials/equipment at the contractor's out-of-pocket cost, with no additional charges.
• Total Prices: The total price for the Base Year, each Option Year, and the Grand Total are all listed as $0.00.

This pricing sheet is crucial for bidders to understand the cost components of the janitorial services. While the current pricing is listed as $0.00 for all categories and years, bidders must use this document to formulate their own price proposals based on the services outlined and reference the Technical Specifications for service details. The structure of this sheet indicates how pricing for both recurring and on-demand services will be evaluated.

Form / Attachment / Pricing Sheet

This document provides the technical specifications for cleaning services required by the Consulate of the United States of America in Florence, Italy. It details the scope of work, locations, specific tasks and frequencies, and product/tool requirements.

• Scope of Service: Outlines standard cleaning services for U.S. Government-owned properties (Chancery and Annex buildings) and "Temporary Additional Services." Requires contractor to provide all labor, equipment, and supervision. A fluent English-speaking workforce coordinator is mandatory.
• Locations: Details specific areas within the Palazzo Canevaro (Main Building) and Annex Building, including offices, public areas, bathrooms, kitchens, and specialized rooms (e.g., server rooms, electrical substations). Quantities and estimated areas are provided.
• Work Requirements & Frequency: Defines daily, weekly, monthly, bi-monthly, quarterly, semi-annual, and annual cleaning tasks for various areas. Also specifies "Temporary Additional Services" for specialized tasks like floor polishing, carpet shampooing, and apartment cleaning.
• Products and Tools: Mandates the use of manufacturer-approved cleaning products (alcohol/bleach-based, antimicrobial) and recycled paper products. Requires disposable cleaning cloths. Contractor must supply all materials, including paper towels, toilet paper, soap, and dispensers.

This attachment is crucial for bidders to understand the full scope and detailed requirements of the cleaning services. It specifies the exact locations, types of tasks, frequency of cleaning, and material/product standards. Bidders must use this information to accurately estimate resources, personnel, and costs for their proposals.

Amendment / Modification

This amendment (0001) to solicitation 191T7026Q0002 revises two key attachments:

• Attachment 2b - Florence Technical Specifications: Specifically, paragraph 3.1 "Standard Services" has been updated. The revised text clarifies that routine janitorial services are to be performed Monday through Friday, 08:30-17:30. It also states that periodic janitorial services may occur on Saturdays (08:00-16:00) for offices and common areas, provided a written schedule is submitted to the COR for approval.

• Attachment 1c - Milan Prices: Section B, "Temporary Additional Services," has been revised to reflect an increase in the estimated quantity for the contract line item "Gov. owned or leased apartment painted NOT furnished: Full cleaning service." The quantity has increased from 700 sq.mt to 3,000 sq.mt for the entire 5-year contract period.

• Attachment 2b - Florence Technical Specifications (Revised to Rev.1)

• Attachment 1c - Milan Prices (Revised to Rev.1)

The deadline for receipt of offers has been extended from January 12, 2026, 12:00 noon (local time) to January 16, 2026, 12:00 noon (local time).

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for cleaning services.

• Joint Ventures: Only one entity in a joint venture may invoice the Embassy, and that entity must be registered with SAM.gov.
• Supplies: The new contractor is responsible for supplying dispensers for soap, paper towels, and toilet paper.
• Temporary Cleaning Services: Approximately 70 apartments in Rome and 20 apartments in Milan will require temporary cleaning services annually.
• Office Locations: Contractors must maintain offices in Rome, Florence, and Milan.
• English-Speaking Supervisor: An English-speaking cleaning supervisor is only required in Florence every two months for meetings.
• Storage: Storage areas are available at each site, though sizes vary.
• Labor Transition: The Government will facilitate communication between outgoing and incoming contractors regarding Italian labor law and employee transfer, but will not be directly involved.
• Service Reduction: The new contract includes a reduction in services compared to the current contract.
• Proposal Submission: The Government prefers separate volumes/files for Technical and Pricing responses, and for Pool of Firms or Subcontractor documentation.
• Hiring Requirement: The new contractor is required by Italian labor laws to hire 65% of the existing crew.

These clarifications provide specific details on operational requirements, submission formats, and labor obligations, which may influence bidder proposals and understanding of the scope of work.

Questions & Answers / Clarifications

These are minutes from pre-quotation conferences held in Rome, Florence, and Milan in December 2025, summarizing discussions and questions raised by potential offerors regarding an upcoming solicitation.

• SAM.gov Registration: Mandatory prior to offer submission.
• Offer Submission: Details provided on SF-1449 completion, pricing structure (Base Year + 4 Option Years), exclusion of VAT, standard services projection, temporary additional services (IDIQ), and task order procedures.
• Zadroga Act: IRS Form W-14 must be included in the offer.
• Evaluation Factors: Lowest Price Technically Acceptable (LPTA) will be used, with evaluation by a technical panel.
• Technical Specifications: Attachments detail required services, frequency, area measurements, temporary services, and cleaning of historical spaces for each location (Rome, Florence, Milan).
• Questions Raised: Numerous questions were posed by firms regarding joint ventures, supply of dispensers, current contractor staffing and contract value, apartment cleaning requirements, external window accessibility, contractor office location, English-speaking supervisor requirements, storage availability, Italian labor law, service reductions, U.S. certifications, and parking spots.

Written responses to the raised questions will be drafted and posted on SAM.gov. The minutes provide significant detail on technical requirements, submission procedures, and evaluation criteria, directly impacting how bidders prepare their proposals.

Form / Attachment / Pricing Sheet

This document, "Attachment 1d Genoa Prices.xlsx", provides the firm fixed prices for janitorial services across the Base Year and four Option Years. Bidders should reference the Technical Specifications Attachment for a detailed description of services and locations.

• The pricing is structured by year (Base Year, Option Year 1, Option Year 2, Option Year 3, Option Year 4).
• For each year, prices are listed for "Standard Services".
• The provided data indicates a quantity of 12 months per year with a "Price Per Month" and "Total Price per Year" of 0.0 for all listed years.
• A "Grand Total" section also shows 0.0.

This attachment details the pricing structure for the janitorial services. Bidders should review these prices in conjunction with the Technical Specifications to understand the cost components of the contract. The current pricing data indicates zero cost for all periods, which may require clarification or further detail from the contracting agency.

Form / Attachment / Pricing Sheet

This document, "Attachment 1b Florence Prices.xlsx," provides detailed pricing information for janitorial services. It outlines the firm fixed prices for standard services and unit prices for temporary additional services across the Base Year and four Option Years. Bidders should reference the Technical Specifications Attachment for a description of services and locations.

• Base Year, Option Years 1-4: Each year includes pricing for:
  • Standard Services: Price per month and total price per year.
  • Temporary Additional Services: Unit prices for specific services (e.g., curtain washing, carpet shampooing, floor polishing, trash removal, cleaning of furnished/unfurnished apartments, charperson/maid services) with estimated quantities and price per year.
• Materials or Equipment: Government will reimburse contractor's out-of-pocket costs for materials/equipment ordered at government request, with no added overhead or profit.
• Totals: Annual totals for standard services, temporary additional services, and the grand total for each year and overall.

This pricing sheet is crucial for bidders to understand the cost structure of the contract. All listed prices for standard services, temporary additional services, and the grand totals are currently $0.00 for all years. This indicates that specific pricing details for these services are either to be determined or are not yet finalized within this document. Bidders must use this information to formulate their proposals and understand the financial framework of the opportunity.

Form / Attachment / Pricing Sheet

This document, Form W-14, is a Certificate of Foreign Contracting Party Receiving Federal Procurement Payments. It is used by foreign entities to provide information to the acquiring U.S. agency regarding their status for tax purposes related to federal procurement payments. It helps the agency determine if any withholding taxes apply.

• Part I: Identification: Collects information about the foreign contracting party (name, address, TIN) and the acquiring agency.
• Part II: Exemption Based on an International Agreement: Allows the foreign party to claim relief from tax under specific international agreements (e.g., tax treaties).
• Part III: Exemption Based on an International Procurement Agreement or Because Goods/Services Produced/Performed in the United States: Allows for exemptions related to international procurement or U.S.-based production/services.
• Part IV: Explanation: Requires detailed explanations for claims made in Part II or Part III, including specific agreements, countries, and allocation methods for contract prices.
• Part V: Certificate: A sworn statement by the foreign party confirming the accuracy of the information and acknowledging tax obligations.

Foreign entities bidding on or awarded federal contracts may be required to complete and submit this form. Understanding its sections is crucial for ensuring compliance with U.S. tax regulations and potentially claiming exemptions on payments received. Bidders should review this form to determine if it applies to their situation and gather the necessary information for completion if required by the solicitation or contract.

Form / Attachment / Pricing Sheet

This document provides the technical specifications for cleaning services required at the U.S. Consulate in Florence, Italy. It details the scope of work, locations, specific tasks, frequencies, and required products and tools for maintaining cleanliness in government-owned properties, including offices and residences.

• Scope of Service: Outlines standard cleaning tasks and responsibilities for both regular and temporary additional services.
• Locations: Details specific areas within the Palazzo Canevaro (Main Building) and Annex Building, including offices, common areas, bathrooms, and specialized rooms (e.g., server rooms, generator rooms), with estimated square meterage.
• Work Requirements & Frequency: Specifies daily, weekly, monthly, and periodic tasks for standard cleaning, as well as detailed requirements for temporary additional services (e.g., floor polishing, carpet shampooing, apartment cleaning).
• Products and Tools: Mandates the use of specific types of cleaning products (alcohol/bleach-based, antimicrobial), recycled paper products, disposable cloths, and outlines requirements for supplying and maintaining dispensers and door mats.

This attachment is crucial for bidders to understand the full scope and detailed requirements of the cleaning services. It provides specific information on the areas to be cleaned, the frequency and nature of tasks, and the types of products and equipment that must be used. Bidders must use this information to accurately estimate costs, staffing, and resources needed to fulfill the contract requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment 1a Rome Prices.xlsx", provides detailed pricing information for janitorial services across various locations and contract periods. It is intended for bidders to understand the cost structure associated with the opportunity.

• Base Year Pricing: Includes firm fixed prices for standard services at multiple locations (e.g., Chancery Building, Piombino Building, Villa Taverna) and unit prices for temporary additional services (e.g., curtain washing, carpet shampooing, furniture removal).
• Option Year Pricing (Years 1-4): Mirrors the structure of the Base Year, detailing firm fixed prices for standard and temporary additional services for each potential option year.
• Temporary Additional Services: Lists specific services with unit prices, units of measure, estimated annual quantities, and calculated annual prices. This includes manpower services like Charperson and Maid Service at various rates (regular, overtime, Saturday, Sunday/Holiday).
• Materials and Equipment: Stipulates that the Government will reimburse the Contractor for ordered materials/equipment at the Contractor's out-of-pocket cost, with no added overhead or profit.
• Totals: Provides monthly, yearly, and grand total prices for each contract year.

This pricing sheet is crucial for bidders to calculate their proposed costs for janitorial services. All listed prices for both standard and temporary services, as well as the reimbursement policy for materials, directly impact the financial proposal. Bidders must carefully review these prices in conjunction with the Technical Specifications Attachment to ensure their bids are competitive and accurately reflect the scope of work.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for janitorial services for the U.S. Tri-Mission in Rome, and the Consulates in Milan and Florence, and the Consular agency in Genoa, Italy. The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price.

• Janitorial services for multiple U.S. government locations in Italy.

• Quotations must be submitted in English.

• Submissions must be in MS-Word, MS-Excel, Adobe Acrobat (PDF) file format, or zip formats.

• File size limit of 25MB per email; larger submissions must be split into multiple emails.

• The contract type and period of performance are not specified in this cover letter.

• Pre-Quotation Conference & Site Survey:

  • Rome: December 12, 2025, 10:00 a.m. (local time)
  • Florence: December 15, 2025, 11:00 a.m. (local time)
  • Milan: December 16, 2025, 11:00 a.m. (local time)

• RSVP for Conference/Site Survey: Email RomeGSOProcurement@state.gov by December 10, 2025, 12:00 noon (local time).

• Quotation Submission Deadline: January 12, 2026, 12:00 noon (local time) via email to RomeGSO-Offers@state.gov.

• Evaluation: Award will be based on acceptable offer at the lowest price. Discussions may be held if needed.

• Offerors must be registered in the System for Award Management (SAM) database (https://www.sam.gov) prior to submitting a quote. Failure to register may result in the quote being considered non-responsible.

• Required submission documents include: SF-1449, Section 1 (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, completed IRS Form W-14 (for FAR 52.229-11 compliance), and Proof of SAM Registration.

• Incomplete quotations will not be accepted.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items, specifically soliciting offers for Janitorial Services for the U.S. Tri-Mission in Rome and Consulates in Florence, Milan, and the Agency Consular in Genoa, Italy.

• Janitorial Services for the U.S. Tri-Mission in Rome and Consulates in Florence, Milan, and the Agency Consular in Genoa, Italy.

• The contract will not be subject to the 2% excise tax as required by the Zadroga Act.

• Solicitation Issue Date: 01 December 2025

• Offer Due Date/Local Time: January 12, 2026 @ 12:00 noon (local time)

• The document references FAR 52.212-1, 52.212-4, and 52.212-5, which are attached.

• Offerors are to complete blocks 12, 17, 23, 24, & 30.

• Invoices are to be submitted to the address shown in Block 18a unless otherwise noted.

• The "See Schedule" notation in Blocks 20, 23, 24, and 25 indicates that detailed information for supplies/services, unit price, amount, and accounting/appropriation data will be provided in a separate schedule.

• The acquisition is marked as "UNRESTRICTED."

• The document is a Standard Form 1449 (Rev. 4/2002).

• Contact for solicitation information: Crystal D. Sheridan/Tiziana Carfora at +39-06-4674-2581/2177.

• The "UEI" and "TELEPHONE NO." fields are blank.

• The "DISCOUNT TERMS" field is blank.

Solicitation / RFP / RFQ

This solicitation is for janitorial services for the U.S. Tri-Mission in Rome, Consulates in Florence and Milan, and the Consular Agency in Genoa, Italy. The contract will cover standard and temporary additional janitorial services.

• Janitorial services for designated spaces including halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways.

• Provision of all labor, materials, equipment, and services.

• Development and submission of general instructions for the workforce within 30 days of award.

• Adherence to specific security requirements for certain areas.

• Provision of contractor-furnished property and materials, including approved cleaning products and recycled content paper products.

• Maintenance of quality control and adherence to performance standards.

• Submission of required deliverables, including evidence of insurance, licenses, permits, transition plan, and personnel lists.

• Contract Type: Fixed-price.

• Period of Performance: 12 months base period, with four one-year options to renew.

• Pricing: Detailed in Attachments 1a-1d (Rome, Florence, Milan, Genoa Prices). VAT is not applicable.

• Payment: U.S. firms paid in USD; foreign firms paid in Euros.

• Proposal Submission Deadline: January 12, 2026, 12:00 noon.

• Submission Method: Electronically via email to ROMEGSO-OFFERS@STATE.GOV.

• Evaluation Factors: Lowest priced, technically acceptable offer from a responsible contractor.

• Key Milestones: Site visits and pre-quotation conferences scheduled in December 2025.

• Offerors must be registered in SAM with UEI number.

• Offerors must have authorization to do business in Italy and provide local licenses/permits.

• Past performance and experience are key evaluation factors.

• Offerors must demonstrate necessary personnel, equipment, and financial resources.

• The solicitation includes detailed technical specifications for each location (Attachments 2a-2c).

• Government-furnished property is available (Attachment 3).

Form / Attachment / Pricing Sheet

This document, "Attachment 1c Milan Prices.xlsx", provides detailed pricing information for janitorial services across multiple contract years, including a base year and four option years. It is intended to be used by bidders to understand the cost structure associated with the opportunity.

• Standard Services: Firm fixed prices for base monthly services.
• Temporary Additional Services: Unit prices for various ad-hoc cleaning and removal services, such as carpet shampooing, floor polishing, trash removal, and specialized cleaning for apartments. This section also includes pricing for manpower requests (charperson and maid services) on regular, overtime, Saturday, Sunday, and Italian holiday hours.
• Materials or Equipment: Specifies that the Government will reimburse the Contractor for requested materials or equipment at the Contractor's out-of-pocket cost, with no added overhead or profit.
• Total Prices: Summarizes the total prices for each year (Base Year, Option Years 1-4) and a Grand Total.

Bidders must review this pricing sheet to understand the cost implications of providing janitorial services. All listed prices for standard services, temporary additional services, and the total prices for each contract year are currently listed as $0.00. This indicates that specific pricing needs to be proposed by the bidder or will be determined through the solicitation process. Bidders should note the structure for temporary services and the reimbursement policy for materials/equipment when preparing their proposals.