A. Terms of Reference

Transcription

1 Request for Quotations Cleaning Services at Malta Enterprise Premises at the former Institute of Health Care (IHC) in G Mangia (Ref No: ME/RFQ/CLN/Q01/12b) 1. Background A. Terms of Reference Malta Enterprise is the Maltese Government s economic development agency focused on attracting inward investment and supporting enterprise in Malta. The premises described in this CFQ refer to Malta Enterprise s offices in Pieta. 2. Scope The location of the services to be provided shall be at Malta Enterprise & Malta Industrial Parks Limited offices at the former Institute of Health Care within St Luke s Hospital, Gwardamangia. Malta Enterprise is seeking quotations from suitably qualified and experienced Service Provider having the required permits, to be considered for the provision of cleaning services for a period of 12 (twelve) calendar months, which may be renewed for a six month period. Said Contract Extension would be always subject to good practices and the rendering of an efficient service by the Service Provider/s and subject to clearances required by Procurement Regulations in force at the time of the request for extension. 3. Results to be Achieved by the Service Provider The successful Service Provider is expected to: Assign experienced and qualified personnel who have the ability to carry out their duties in a professional and proficient manner to establish a contractual relationship based on trust, mutual understanding and which is beneficial to both parties; Be flexible in the provision of its services in order to service Malta Enterprise better; Escalate any issues which may potentially impact the Service; Provide constant and consistent quality service; and Avoid conflict of interest in the responsibilities assigned.

2 4. Assumptions The award of this quotation shall, for all intents and purposes, not constitute a contract of employment, and all personnel assigned in the execution of this contract shall not be deemed nor considered as employees of Malta Enterprise. The Service Provider is responsible for ensuring that the employment of its cleaning personnel is in accordance with the current Maltese legislation. Further to this, Service Providers are to ensure that selfemployed personnel are not engaged on this contract. Service Provider hereby guarantees that all employees engaged on this contract shall enjoy working conditions such as wages, salaries, vacation and sick leave, maternity and parental leave as provided for in the relative Employment Legislation. Furthermore, Service Provider shall comply with Chapter 424 of the Laws of Malta (Occupational Health and Safety Authority Act) as well as any other national legislation, regulations, standards and/or codes of practice or any amendment thereto in effect during the execution of the contract. In the event that it is proved otherwise during the execution of the contract the Service Provider gives consent that the contract is terminated with immediate effect with no claim for damages or compensation being raised. Service Provider agrees and commits to submit a copy of the monthly payslips of the employees being detailed to carry out the services and also the copies of the FS3 forms if so requested, within 5 working days or receiving the request. Prior to the commencement of the contract the Service Provider shall, within three days of notification of award meet up with Malta Enterprise representative to discuss and agree upon a suitable uniform, compatible with the requirements of the role. The Service Provider should assign a group of cleaners, at least three (3) in number, to Malta Enterprise. Malta Enterprise has the right to hold an interview with any or all of the persons being proposed by the Service Provider to determine the candidates, and to refuse, without providing justification, any personnel being proposed. Personnel who are agreed upon with Malta Enterprise may only be changed by written agreement with Malta Enterprise. If not a sufficient number of individuals pass the interview, then the Service Provider s bid will fail. All absenteeism, including Vacation and Sick leave and any other form of leave has to be made good by the contractor from a relieving pool managed directly by the contractor, and pre-agreed with Malta Enterprise. It is expected that the service provider covers the agreed service in full. For each eight hours (or part thereof) for which the Contractor falls below the agreed service, the Contractor shall pay to Malta Enterprise a penalty for mere delay of 1.5 times the rate quoted. Malta Enterprise reserves the right to request the removal and/or replacement of any personnel from Malta Enterprise s premises at any time during the contract period and at its reasonable discretion, if any such personnel are unsuitable to perform the tasks entrusted to them, misbehaved in any manner or are otherwise unsuitable for the services required. In the event of such a request being made by Malta Enterprise, the Contractor shall redeploy and substitute, with immediate effect, any cleaning personnel, who in the opinion of Malta Enterprise is not suitable to provide the services due to lack of good conduct or skills. Such personnel shall not be re-employed in the performance of this contract without the prior written consent of Malta Enterprise. The service provider shall not subcontract any of the services forming part of the contract without the prior written approval of Malta Enterprise.

3 5. Hours of Work Cleaning services will be required during office hours (Mondays to Fridays from 0700 until 1800), on an unscheduled need basis. Although it is envisaged that only one (1) cleaning person will be present, at any one time, on ME premises at Gwardamangia Hill, Pieta MEC 0001 to provide cleaning services, the Service Provider must guarantee that it is in a position to dedicate two (2) cleaning persons at the same time.. Malta Enterprise may require unscheduled service as follows: Next Day Service: the Service Provider must be able to guarantee a response time of between 8 to 24 hours for the provision of cleaning personnel. This service is intended to replace Malta Enterprise cleaning staff who are absent on leave. Same Day Service: the Service Provider must be able to guarantee a response time of 2 hours for the provision of cleaning personnel. This service is intended to replace Malta Enterprise cleaning staff who are absent due to sick leave and other unforeseen circumstances. Cleaning personnel will be required to log-in their time of arrival and departure to record their presence on the premises involving cleaning duties as required under this contract. Log-in is to be registered via palm readers within the premises. Malta Enterprise reserves the right to increase or decrease the hours of work utilised according to the requirements of Malta Enterprise. In so doing, Malta Enterprise will not be held liable for damages incurred by the Contractor. 6. Duties The following is a non-exhaustive list of duties, for the personnel assigned to perform cleaning duties at Malta Enterprise:- On Daily Basis: Empty waste bins and paper shredders and dispose of waste in accordance with Malta Enterprise s waste separation policy; which requires that paper waste is disposed of separately from any other waste; Dust doors, desks, table tops, base boards and any office furniture and hardware, including telephone sets; Dust chairs with cleanable surfaces and sofas, as necessary; Collect dirty cups and any dishes from offices and take them to one of Malta Enterprise s staff lounge areas/kitchenettes for cleaning; Clean toilets, which shall comprise of: the cleaning of wash-hand basins; toilet seats/bowls, dust/clean furniture, fixtures, fittings, mirrors and window sills; the washing of floors and walls and the emptying of waste bins. Liquid soap dispensers are to be wiped clean and re-filled with liquid soap. Clean Malta Enterprise s staff lounge areas/kitchenettes, as necessary; On Weekly Basis: Chemically treat toilet bowls and wash hand-basins to prevent blockages; Vacuum clean all carpets, at least; Wash lift floors, wipe side walls, clean and polish mirrors, wipe clean doors inside and outside;

4 Clean non-carpeted floors with machines, where possible. Mops, wringers and buckets are to be only used in areas where machines cannot be operated, such as lifts, steps, toilets, between counters, under desks, small areas, tight spaces. On a periodical Basis: Wash any other sanitary-ware, as necessary; Other: Any queries, clarifications, information requests and reports during the execution of the contract should be directed to the person in charge of Administration. Escalate any issues to the Senior Executive Administration; Respond effectively to additional cleaning procedures that Malta Enterprise Management might request on an ad hoc or permanent basis, from time to time; Perform any other duties as assigned by the Administration Manager in accordance with the scope of the contract. 7. Personnel Cleaning Personnel performing cleaning duties at Malta Enterprise shall be answerable to both their employers and Malta Enterprise. The Service Provider shall ensure that all cleaning personnel engaged in the performance of the contract are adequately supported and equipped. It must also transfer funds as necessary to support its activities under the contract and to ensure that its employees are paid regularly and in a timely fashion. The Service Provider must guarantee that all personnel proposed: Have, at least, one (1) year s experience in a similar position; Are over eighteen (18) years of age; Are able to understand and communicate in both Maltese and English; Are fit and proper to perform cleaning services in a professional and efficient manner; Are in possession of a clean police conduct certificate. The Service Provider shall be liable towards Malta Enterprise for any damages that any one of its cleaning personnel may cause to Malta Enterprise or third parties. In this respect, Malta Enterprise reserves the right to seek compensation for any damages sustained, due to negligence and/or errors made by cleaning personnel of the Service Provider. Cleaning personnel, on duty at Malta Enterprise, are obliged to strictly adhere to all the clauses and responsibilities, stipulated in the agreement entered into between Malta Enterprise and the Service Provider. The service provider will need to guarantee that all personnel proposed have a clean bill of health and are physically fit to perform the duties pertaining to the job as required by the contract. Any personnel proposed must be required to undergo a pre-employment physical check-up to confirm the validity of such claims. Failure, on the part of the Service Provider, to provide an adequate number of personnel that pass the medical, will lead to the Service Provider s bid being rejected. Malta Enterprise, without invalidating this contract, may make changes by altering, adding to or deducting from the service requirements at any time during the life of the contract in order to meet the current needs of the Corporation. The Contract pricing shall be adjusted accordingly, upon mutual agreement between Malta Enterprise and the Contractor. All additional requirements shall be executed under the conditions of this Contract. Prior to the commencement of the contract all personnel to be engaged in the provision of cleaning services shall take an oath of confidentiality.

5 The Service Provider should be in a position to submit an equal number of males and females to perform duties as required by this contract. Every cleaning personnel on duty should wear:- A full uniform approved by both parties, which should be clean and smart at all times. An identification tag/card worn on the chest and be clearly visible. It is essential that all cleaning personnel on duty: Must have a sense of responsibility, together with a positive attitude; Keeping himself/herself smart and active; Project a pleasant personality, and a helpful attitude towards people; Abide with the Policies & Procedures of Malta Enterprise as communicated to them by the Senior Executive Administration; Malta Enterprise reserves the right, at any time during the contract, to carry out any inspection or supervision on all the services being provided and detailed in these Terms of Reference. Malta Enterprise reserves the right to demand the improvement or replacement of any service provided by the service provider if this is not according to the Cleaning Schedule agreed. 8. Cleaning Tools to be Provided by Service Provider The successful bidder will be responsible for providing cleaning personnel, assigned to carrying out of duties at Malta Enterprise, with all the apparatus necessary to provide an excellent service to Malta Enterprise as follows:- Smart uniforms to all cleaning personnel working at Malta Enterprise. Identification tags. Any Cleaning Tools necessary for rendering an efficient and professional service, including but not limited to brooms, buckets, and cleaning trolleys, to ensure the delivery of cleaning services in accordance with Good Industry Practices. No equipment is to be purchased on behalf of Malta Enterprise as part of this service contract or transferred to Malta Enterprise at the end of this contract. 9. Facilities/Equipment Provided by Malta Enterprise. Cleaning services, as required by this request for quotation, will not include the provision of Cleaning Agents, which will be provided by Malta Enterprise. Lockers will also be provided by Malta Enterprise for cleaners to store all cleaning tools and agents. 10. Service Provider Obligations The Service Provider binds itself to: Ensure cleaning personnel maintain daily contact with the Malta Enterprise officer in charge of administration. Supervise cleaning personnel and monitor their performance to render professional service required by Malta Enterprise. In case of emergency and personnel difficulties, the Service Provider shall send additional cleaning personnel to help the cleaning staff already on the premises. Should Malta Enterprise require an increase in cleaning personnel, the Service Provider shall provide such personnel on a pro-rata payment basis.

6 A log of cleaning duties performed is to be registered on appropriate forms as provided by Malta Enterprise. The Service Provider shall be paid for the services rendered on a monthly basis manner. Invoices submitted are to be accompanied by monthly copies of attendance record/s. The Service Provider accepts the condition that Malta Enterprise can choose to terminate this contract, in case of a breach of contract.

7 B. Submissions Interested parties are invited to express their interest by 10am (Malta Time) of Tuesday 7 th August, All submissions are to be deposited in the tender box at Malta Enterprise office. The Chairman Malta Enterprise GMangia Hill Pieta MEC 001 Malta Submission Requirements Interested parties are to provide the following: Their Rates inclusive of VAT and all other charges/taxes as may be applicable for services described in these Terms of Reference. Note: The number of hours indicated hereunder is indicative and is required for Evaluation purposes. Malta Enterprise retains the right to increase/decrease the level of service as required. In either case, Service Provider shall provide such service on a pro-rata payment basis. Item Description Period No of Rate per Minimum Total Unscheduled Cleaning Services, inclusive of all work as indicated in the Hours hour (EURO) charge per day if applicable amount (EURO) Terms of Reference and agreed upon in the Contract. A Next Day Service (based Max 4 hours 540 on an 8 to 24 hour per day one hours notice/response time to person attend to request) As required B Same Day Service Max 8 hours 160 (based on a 2 hour per day one hours notice/response time to person attend to request) as required Total 700 hours

8 The Service Provider s profile, which must include among others:- o Information about the Service Provider s operational history and relevant experience. o Number of employees. o Equipment used for cleanings. o Photos/specifications of uniforms to be used by the cleaning personnel. A list of cleaning staff (three in number) for the consideration of Malta Enterprise, accompanied by a clean bill of health certification for the individuals being proposed; Sufficient proof that it is an entity that is registered with the relevant competent authorities, such as the VAT Department and, consequently, capable of offering the requested services outlined in this request for quotations. Details and confirmation that lead to a guarantee that the Service Provider has: o An efficient means of communication, other than a land line, between the Service Provider s head office and its cleaning personnel on duty. o A supervision system of its cleaning personnel on duty, whereby its cleaning personnel are supervised at haphazard intervals. o Support services to cover for any emergency or substitution of anyone of its cleaning personnel. A list of equipment, which will be availed of, in rendering the cleaning services being requested. Information attesting to the participant s previous experience in undertaking projects, indicating inter alia the budget, size, type and performance of each such project over the past 3 years (2009, 2010, 2011), including the provision of appropriate customer references that have been provided cleaning services by the Service Provider. Information attesting to the credentials of its staff, including relevant experience, as well as a copy of police conduct (issued not earlier than 1 month prior to the submission date of this call for quotations) Good-standing certificates (Bankers certificate); A suitable liability insurance policy which covers both personnel and any other third party liability, which may be incurred in the process of providing cleaning services; Selection Criteria Service Providers will be shortlisted on the basis of the following: Relevant Experience of the Service Provider and its Personnel Credentials and experience of its Human resources; Organisational and managerial capability Evaluation Criteria Contract will be awarded to the cheapest-priced offer that has been shortlisted and that meets the requirements as per Terms of Reference.

9 Right of Malta Enterprise to accept or reject any Bid Malta Enterprise reserves the right to accept or reject any bid and/or to cancel the whole Bid Procedure and reject all bids. Malta Enterprise reserves the right to initiate a new invitation to bid. In the event of a bid procedure's cancellation, bidders will be notified by Malta Enterprise. If the bid procedure is cancelled before the sealed envelope of any bid has been opened, the sealed envelopes will be returned, unopened, to the bidders. Cancellation may, at the discretion of Malta Enterprise, occur where: (a) the bid procedure has been unsuccessful, namely where no qualitatively or financially worthwhile bid has been received or there has been no response at all; (b) the economic or technical parameters of the project have been fundamentally altered; (c) exceptional circumstances or force majeure render normal performance of the project impossible; (d) all technically compliant bids exceed the financial resources available; (e) there have been irregularities in the procedure, in particular where these have prevented fair competition. In no circumstances will Malta Enterprise be liable for damages, whatever their nature (in particular damages for loss of profits) or relationship to the cancellation of a bid, even if ME has been advised of the possibility of damages. The publication of a contract notice does not commit ME to actually implement the project announced. Malta Enterprise, moreover, is entitled to reject any quotations not accompanied by the required documentation, or which is incomplete. Clarifications Interested parties may submit questions in writing to Malta Enterprise through sending an to tenders@maltaenterprise.com by not later than 27 July 2012 at 10.00hrs. Malta Enterprise shall reply to all questions, and amend the CFQ document by publishing clarification notes on the ME website ( by not later than 1 st August 2012.

10 Contact Form (To be filled in and included with submission) Contact Details Company Name Address Telephone Fax Website Contact Person Name ID Number Designation Telephone Fax Mobile Signed on Behalf of Service Provider Name Designation Signature Date