Cleaning Services for the Embassy of Canada to Spain, in Madrid

The Canadian Embassy in Madrid requires comprehensive cleaning and maintenance services for its Chancery Building, Official Residence, and Staff Quarters, with work extending to any additional Government of Canada sites within a 20-kilometer radius. The contractor must provide all personnel, equipment, tools, materials, and supervision necessary to deliver regular cleaning, minor building repairs, gardening, logistics coordination, and mail management services in a manner that ensures a clean, safe, and professional environment without disrupting daily embassy operations. Services must adhere to strict performance standards outlined in Annex A, including detailed KPIs covering surface cleanliness, disinfection protocols, waste management, odor control, and compliance with special instructions in sensitive areas. Only non-toxic, eco-friendly, and low-VOC products are permitted, with substitutions requiring prior written approval, and all work must be conducted at scheduled times while remaining flexible to operational needs such as event-driven cleaning. All contractor personnel must hold a valid RELIABILITY STATUS security clearance and may be required to access PROTECTED, CLASSIFIED, or even COSMIC TOP SECRET information, depending on assignment, with access to restricted zones subject to constant supervision by Canadian staff. The contract is structured as a Firm Fixed Price arrangement with a base period of two years and up to three optional one-year extensions, with pricing for option years adjusted annually based on Spain’s Consumer Price Index, applied only if positive. Evaluation will follow a Lowest Price Technically Acceptable approach, meaning only offers meeting all mandatory technical requirements will be considered, with award going to the lowest-priced compliant bid. Proposals must be submitted electronically by the deadline via CanadaBuys in PDF or Microsoft Office format, not exceeding 10MB per email, and must include the Offeror Declaration Form, Technical Offer, Financial Bid, and any proposed changes to contractual terms. The contractor is responsible for ensuring all staff, including subcontractors, meet security and competency standards, with any personnel replacement requiring formal notification and Canadian approval. Invoices will be processed electronically via Direct Deposit, EDI, or Wire Transfer, and the contractor must maintain full accounting records subject to audit for up to seven years. No physical packaging or labeling requirements apply, but all proprietary or classified information must be properly marked under Canadian government protocols, and failure to comply with security, technical, or administrative requirements may result in contract termination.