Professional Cleaning Services Proposal. Client Name: DEGCENL GLOBAL SERVICES PORT HARCOURT RIVERS STATE, NIGERIA

Transcription

1 Professional Cleaning Services Proposal Prepared for Client Name: Submitted by PORT HARCOURT RIVERS STATE, NIGERIA Mobile: , , Date: July,

2 Tel: Letter of Introduction Dear Sir/Ma, Thanks to you for allowing Degcenl Global Services to prepare a professional cleaning services proposal for your consideration. We are very grateful as. As a professional cleaning services provider, we would like to use opportunity to highlights some of our very important highlights to you as stated below: Before we start All of our cleaners are thoroughly trained on how to perform each cleaning task, as well as on the important safety issues and all cleaner are fully DBS checked. At Degcenl Global Services,, our goal is to clean each customer's facility professionally and safely During the start Degcenl Global Services are aware that a seamless, no-hassle start-up is very important to every customer. With this in mind, at Degcenl Global Services, we combine up front preparation and training with strong management and direction to ensure a smooth and successful startup. After the start At Degcenl Global Services, we offer strong management and quality control to plan for, and not lose track of the many necessary cleaning details. We are strongly looking forward to the opportunity of becoming a trusted and valued partner in improving and maintaining the appearance of your buildings. Do please feel free to call if you should have any questions or need any additional information as you review of our proposal. Yours Sincerely George, O. Sunday Director

3 Tel: General Degcenl Global Services agrees to provide all labor supervision, materials, and equipments needed to assure performance for the specified cleaning services for you. Brief Operations Plan As with all major projects certain assumptions have to be made irrespective of TUPE information, site visits and other information gaine d to effectively manage the contract in a cost efficient manner. The main assumption that we always adopt is that of you, the Client, doesn t want change wherever possible with existing staff. With this assumption in our thinking it is of the utmost importance that we, Degcenl Global Services, provide you the service you require in the most cost -effective manner with a continuity of service throughout all premises that require service. Staffing levels for the contract has been determined by the, site vi sit, information provided by you the client and by experience in conjunction with industry production guidelines. This is a brief guide to how we will manage and operate the contract on a day to day basis. We realise that changes will be made due to varyi ng circumstances, these will be carried out within the first 14 days of the contract and continue throughout the contract period as demands and circumstances change. Staffing: Cleaning Operatives (All Staff) Responsible to the Area Contract Manager Experienced cleaning operatives will be employed daily as defined in the staffing levels. They will each have designated areas to clean as described in the specificatio n and defined in the site manual, but will be cross -trained in all other areas to maintain standards and quickly adapt throughout the complex.

4 Tel: Site Supervision Where on site supervision is indicated in the staffing schedule they will be responsible for the day to day supervision of the staff and will be the day to day contact with you the client. They will monitor the cleaning specification, client requirements and carry out daily inspections on planned and random areas. They will react to any requests and/or emergencies on site and will ensure materials, machinery and equipment is plentifu l and in good working conditions etc. Management: Area Contract Manager Responsible to the Director of Operations A fully designated Area Contracts Manager will be working at hours that are required as by the nature of the work. He /She will be the contac t between you the client, and Degcenl Global Services. This will be to monitor standards, deal with staff issues and to conduct regular liaisons with you. A copy of the client liaison form is included. It will be also to set priorities, monitor standards and react positively to requests. He /She will be trained to BIC s standard to ensure that they are capable in training in house Degcenl Global Services staff in all machinery, materials and methods of work procedures to ensure conformity with the specification. Flexibility is the key word, we use on large and multi-site projects as this determines the ultimate efficiency and success of the project. Our staff is trained to be flexible, reliable and to adapt to any circumstances throughout. Training A complete training programme will be devised and instigated upon the start of the contract; training and induction records will also be kept on site for information.

5 Tel: This training will include induction and safety training in conformity with your requirements, in conjunction with site specific health and safety and your contractor s procedures and permits to work. Rates of Pay The rates of pay for the staff have been set higher than the current minimum rate. (This is subject to TUPE information). As such Degcenl Global Services reserves the right to re-negotiate the schedule of charges should any major discrepancies be found? Attendance Records All staff will be required to log in and log out of work in an attendance register provided by Degcenl Global Services at a location within the premises, this is usually in a prominent place such as the office reception area, cleaners room or at a designated location. This would be in addition to any existing systems that are already implemented by you the client such as clocking in and out etc. Correspondence Book A correspondence book will be provided that enables a two way log of requests, etc from yourself and our staff on a daily basis. This is used as a monitoring tool for both parties. Example: - if you have a special request for a major visit this can be recorded and the cleaning operators first task every day is to check and action the comments made. The operator will log the message and upon completion of the request enter in book as auctioned. This is especially important if cleaning staff are not on the premises at the same time as the office staff. It can also be used for the supervisor to report and problems that the cleaning staff may have such as access to areas and reporting minor building problems such as lights not working etc.

6 Tel: Cover for Absence A main consideration of a contract is that of cover for staff at all levels of the service. Cover for absence is defined in 2 areas. 1. Planned absence i.e. holidays etc All planned absences for staff will be covered through our pool of Cleaning Operatives based in the area. This should not affect the standard of cleaning as it is planned well in advance and cover arranged. 2. Unplanned absence, sickness etc. No one can forecast unplanned absence; Degcenl Global Services prides itself on reacting immediately to any situations of absence that occur. As most unplanned absences are at none or little notice it is difficult to have staff available at that particular time. However Degcenl Global Services does have systems in place to elevate the time required getting a member of staff to the site. Upon notification of any absence the area supervisor will immediately respond by: - A. Authorize additional paid hours for existing staff to cover the work at that time. B. Arrange cover within 24 Hours, until a permanent replacement is found, if required C. Arrange a permanent replace as soon as possible if required. Materials Machinery and Cleaning Equipment Our central warehouses holds an extensive selection of stock of all types of materials machinery and cleaning equipment that are, or may be required to service any type of cleaning contract. This ensures that no establishment is short or runs out of any cleaning supplies that are required on a da ily basis. All materials provided and used on any contract have detailed COSHH information sheets that will be provided to the client prior to use on any premises. Whilst a main stock of at least one month's supply will always be held in these Premises, ea ch

7 Tel: establishment will carry at least two weeks supply of materials on site. A delivery schedule will be formulated for each building prior to commencement of the contract. In addit ion the area supervisor has a plentiful supply of both materials and equipme nt in cases of emergencies. Site Manual A site manual will be produced and be made available at a designated location at all times for monitoring standards and ensuring that the contract specification is adhered to. This site manual will contain but not b e limited to the following: Contact telephone numbers Contract specification Areas of responsibility Security and Maintenance records Training manual and records Health and safety manual COSHH information Inspection Reports Client Liaison Reports Client Liaisons A regular client liaison meeting will be held with you the client on a schedule to be arranged. Usually this is carry out monthly, however should you so wish this can be arranged more frequently especially in the early stages of the contract. This is carried out and recorded on a client liaison format, copy enclosed. This will be completed in addition to regular recorded audits by both the area manager and operations department.

8 Tel: Client Liaison Form Date... Contract No... Client Address Contact Name Position Are you satisfied with the service provided by Degcenl Global Services? Please indicate by ticking your degree of satisfaction/dissatisfaction in one of the areas below: - EXCELLENT VERY GOOD GOOD AVERAGE If you have selected one of the three options above Please indicate the areas where you feel improve ments can be made in the comments section below POOR Completed by:- (Print Name) Degcenl Global Services Manager COMMENTS Please indicate below any areas in which we may be able to improve our services to you, or indicate any areas of dissatisfaction for our attention. Signature... Date of next Meeting... Thank you for completing this form It will help us satisfy your total requirements, which is the aim of Degcenl Global Services.

9 Tel: Quality Assurance Degcenl Global Services are totally committed to Quality, and this commit ment extends to all levels of the Company. It is paramount that a well planned quality system, quality monitoring system and control procedure is in place and works to its maximum level. We aim to supply a service which achieves in all aspects, the agreed Customer Specification and Contract requirement s by conforming to agreed Quality Systems and the requirements of British Standard BS EN ISO 9001:2008. Our organizational goals are to demonstrate continuous improvement in achieving Customer satisfaction through improvement to Quality, in order to suppor t and improve the reputation we have achieved over the previous four decades. The quality policy is communicated and understood throughout the organization as we fully realize that business improvements and best values are an integral part of success for all involved. Quality Assurance Manual 1.1 As a company we are totally committed to quality, which extends to all levels of the company. We aim to supply a service which achieves in all respects the agreed Customer Specification and Contractual requirements. Our organizational goals are to demonstrate continuous improvement in achieving Customer Satisfaction, through improvement to quality systems, and continual customer focus. 1.2 It describes the organization and functional responsibilities necessary to administer a comprehensive and effective Quality Assurance System. 1.3 Copies of the Quality Assurance Policy are circulated to the addresses referred to "Distribution"; the addressees being responsible for ensuring that the requirements of the document, and any related documentation, are understood by, their respective staff. 1.4 The clauses in this policy and the procedures and instructions laid down are mandatory throughout the company as from the date of issue. Any subsequent changes must be in accordance with the company procedure as described at section Senior management will establish and review quality objectives.

10 Tel: Health & Safety Statement It is the Company's policy to comply with the Health and Safety measures required by law, including the Working Time Regulations and to act positively to ensure that all premises are safe and healthy places in which to work. Degcenl Global Services also recognizes the requirement to reduce accidents and incidents. Specific targets are set annually fo r improvements through our health and safety consultants and in-house safety management. The managing director through the written health and safety manual provides appropriate financial and manpower resources for its adoption and implementation. The policies identify the responsibilities of all staff and details of arrangements both for the control of hazards and the communication of health and safety matters with employers. This includes a system for monitoring and reviewing health and safety to comply ing with legal obligations but also to ensure progressive improvement. Degcenl Glo bal Ser vices does all t hat is reasonably pract icable t o promot e co - operation between our Clients, Management and staff to ensure Health & Safety is a collective effort. Degcenl Global Services supports quality initiatives aimed at continuous safety improvements and ensures we communicate necessary information throughout the Company. We aim to achieve an environment that is free of accidents, ill health and loss.

11 Tel: Quotations Scope of work Degcenl Global Services A CLEANING SERVICES FOR: RATE Deactivate alarm system (if applicable) Remove finger marks from entrance doors Empty all waste bins into client's refuse sacks Dust furniture, ledges, cabinets, skirting's, pipe work, radiator, fixture and fittings to a height of 2 meters, remove spillage stains from desks Broom sweep and wash hard floors Wax polish wooden furniture, clean synthetic or painted surfaces, ledges cabinets, skirting's etc. with correct cleaning agent Wipe clean and disinfect telephones Remove marks and spillages from doors, light switches, cupboards, glass panels etc. Toilets: Wash and disinfect floors, scour and polish toilet bowls and basins Sanitize and polish toilet seats, cisterns and exterior of toilet bowls Polish taps, mirrors and bright work Replenish toilet facilities Kitchens: Wipe down and disinfect units in kitchen area Sweep and wash kitchen floor Wipe clean exteriors of fridges Wipe clean interior and exterior of microwave ovens Wash up and dry crockery left in kitchen approx. 3 pieces Remove refuse to disposal point Secure premises and set alarm system

12 Tel: PROJECT DURATION : TERMS AND CONDITION OF SERVICE This project duration and start date to be confirmed by client. - 1 cleaner - 2 hours/day minimum (Monday - Friday ) - Time: From 8am to 6pm Please note that the quoted amount is inclusive of all labor, equipment and materials. Consumables To be Supplied Toilet Rolls Urinal Blocks Rubbish bags B RATE $20.50 per hour Quote prepared by Name: George, O. Sunday Signature: Date: 17/07/2014 Company Registration No: TIN NUMBER:

13 Tel: Conditions of contract 1) (a) This Agreement should continue from year to year but be determinable on three months notice to be given by either the Company or the Subscriber to expire on the anniversary of the date of this Agreement. (b) Any notice to determine the engagement of the Contractor under the Agreement shall be by letter signed by or on behalf of the party giving such notice and addressed to the other party at its Registered or Head office. Any such notice shall, if posted, be deemed to have been served at the expiration of 24 hours after the same has been put into the post and, if delivered to have been served at the time of delivery. 2) The costing of all Contracts is based on the rates of wages and costs of materials, Employers National Insurance contributions and other outgoings and overheads at the date of Contract. In the event of increases after the date of the Contract in wages and the other costs referred to above, whether by reason of Government legislation or otherwise, the Contractor shall have the right to adjust its charges appropriately during the period of Contract. 3) The Contract shall not be liable for failure to carry out work if prevented from so doing as a result of any trade dispute, strike, lock out or circumstances beyond the Contractors control. 4) It is a condition of Contractor that the subscriber hereby undertakes that he will not during the period of the engagement of the Contractor hereunder or for the period of three months after the termination thereof offer to give any person or persons employed by the Contractor any employment similar to his employment with the Contractor. 5) The liability of the Contractor in respect of any one claim or series of claims successfully brought against the Contractor in a court of Law and arising from any one incident involving the negligence of itself, its servants, or agents or through any defect in its plant or machinery shall be limited to the sum of 10,000, ) No claim against the Contractor in respect of alleged negligence of the Contractor, its servants or agents, or any alleged defect in the Contractors plant or machinery or in respect of any other matter shall be enforceable unless notice in writing thereof is received by the Contractor at its

14 Tel: Registered or Head Office within 48 hours after the happening of the event giving rise to the claim. 7) The Contractor shall not be liable for any loss, damage or injury arising from the breaking or disintegration, during cleaning by the Contractor s servants or agent of any cracked, defective or broken part of the property of the Subscriber. 8) The Contractor reserves the right to make good any damage for which it may be liable under this Agreement in lieu of making payment in respect thereof. 9) The Contractor undertakes to be fully insured in respect of Employers Liability. 10) The term cleaning does not include the removal of oil, paint, vanishes or other such substances unless otherwise agreed. 11) The subscriber shall provide, free of charge, all necessary light, hot water and other facilities, which may be required to enable the contractor to carry out the work. The subscriber shall provide, free of charge, suitable and safe accommodation for such equipment and materials as the Contractor deems necessary to leave on the Subscribers premises insuring the Contractors equipment against fire, damage and theft. 12) Any variation in these conditions can be made only by letter from the Registered or Head Office of the Contractor, signed by or on behalf of the Contractor by a duly authorised officer. 13) Every dispute which may arise between the Contractor and the Subscriber with reference to this Agreement or on the construction thereof or any matter contained in or arising out of this Agreement shall be referred to two arbitrators to be appointed by the parties hereto or their umpire, in accordance with the Arbitration Act 1950 or any substituted or amended Act for the time being in force. 14) Any complaint by the Subscriber concerning the work done by the Company under this Agreement shall be notified to the Company within 24 hours and the Company will take all necessary steps to rectify any defective workmanship or damage caused by the Company or its employees. If no complaint is received as mentioned above it shall be assumed that the Subscriber is satisfied with the Company s work.

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