TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR CLEANING SERVICES, FOOD SERVICE AID, PEST CONTROL AND HYGIENE SERVICES FOR DEPARTMENT OF ENERGY HEAD OFFICES AT TREVENNA CAMPUS IN SUNNYSIDE FOR THE PERIOD OF 2 YEARS. 1. BACKGROUND 1.1 The Department of Energy is a newly established Department and it started operating independently in April 2010. The Service Provider will be responsible for building 2A which has 5 floors and 1 st and 4 th floor of Building 2B including two basement floors for parking. 2. SCOPE OF WORK 2.1 The total area of floor space to be cleaned is approximately 9120 m2 which includes: Stores/ Warehouse Offices Passages Stair cases Conference and meeting rooms 11 x Kitchens 5 x Lifts and Foyers Reception/Security areas 1 Security control room 16 Ablutions blocks and 37 Toilets Basement 1 and 2 Glass and Metal Blinds Rugs and Carpeting Balcony The bid price per m2 must include VAT, labour, all cleaning materials, pesticides, uniform and equipment.
3. Hygiene services must include dispensers and consumables: 3.1. Dispensers 16 Hand towel dispensers 16 Soap dispensers( bathrooms and kitchens) 23 Sanitary/she bins 16 Seat wipes 16 Wall waste bins 4. The dispensers should be placed in the bathrooms as follows: BUILDING 2A Ground floor: 2 Soap dispensers, 2 paper towels dispensers, 1 seat wipes dispenser, 2 waste paper bins, 3 she bins. First floor: 2 soap dispensers, 2 paper towels, 2 seat wipes dispensers, 2 waste paper bins, 3 she bins. Second floor: 2 soap dispensers, 2 paper towels, 2 seat wipes dispensers, 2 waste paper bins, 3 she bins. Third floor: 2 soap dispensers, 2 paper towels, 2 seat wipes dispensers, 2 waste paper bins, 3 she bins. Fourth Floor: 4 soap dispensers, 4 paper towels, 4 seat wipes dispensers, 4 waste paper bins, 5 she bins. BUILDING 2B First floor: 2 soap dispensers, 2 paper towels, 2 seat wipes dispensers, 2 waste paper bins, 3 she bins. Fourth floor: 2 soap dispensers, 2 paper towels, 2 seat wipes dispensers, 2 waste paper bins, 3 she bins. 5. The service provider will be expected to adhere to the following: 5.1 The Department reserves the right to approve cleaning materials, pesticides and chemicals prior to the use thereof.
5.2 The successful contractor must ensure that enough back-up cleaning material specifically toilet papers and hand paper towels are kept on site in case of sudden shortage thereof. 5.3 The employer (DoE) reserves the right to request the successful contractor/sub contractor (s) and their staff to undergo a security vetting process. 5.4 Cleaning services will be rendered during working hours from Monday to Friday excluding weekends and public holidays unless where otherwise specified from 07:00 am. 5.5 The Contractor shall prepare the official conference rooms (tea, coffee, etc) for DoE daily meetings. 5.6 The cleaning of the premises must be done in the following order of preference on a daily basis: Toilets and Kitchens (three times per day 7:00 am, 11:00 am and 2:00pm) Offices/reception area/ Conference rooms Passages Lifts Store rooms. Parking area 5.7. Fumigation of the Building Fumigation of the building will be done over weekends and must be executed under full supervision. 5.8 Cleaning staff must dress in a distinctive acceptable uniform and may not clean the offices in the absence of the occupant. After the premises have been cleaned at least two cleaners must remain on site until 16:00 each day in case of emergencies. 5.9 A lock up facility will be made available for the safekeeping of the stock and equipment. 5.10. The contractor supervisor must do a weekly inspection on the quality and Standard of cleaning services rendered and weekly report to the Department.
5.11 The contractor supervisor must report on daily basis to the Department of any defects in and to area concerned e.g. broken mirrors, blocked toilets/urinals, broken windows etc during the cleaning of the building. 5.12 The successful contractor shall not be entitled to store or leave goods or articles on the floors and offices, for example in the entrance hall, corridors, arcades, hallways or the steps other than in the lock up facility. 5.13 The contractor and staff may use the facilities on the property e.g toilets, rest rooms, electrical plugs, lighting and water for the purpose of this contract subject to the rules and policy of the Department and land lord as applicable. 5.14 All waste paper collected from emptying of dustbins etc. is the property of the Department and must be separated from the garbage and shall be handed in at the Central Registry on first floor on a daily basis. 5.15 The Department will not be held responsible in any way for the damages, losses, theft of equipment or any valuables of the contractor or injury of his/her employees while on site or in the execution of their duties. The service provider will be held responsible for damages of items caused by them in the department. 5.16 The contract will be entered into subject to the signing of the Service Level Agreement by both parties. 6. Daily duties will be executed as follows: 6.1 Dust all furniture, windowsills and equipment. 6.2 All dustbins must be emptied and cleaned, two times a day. 6.3 Paper must be separated from the general garbage and put into black refuse bag and handed in at registry offices on the first floor. 6.4 The cleaning of toilets must receive preference followed by reception, offices, rooms, passages, kitchens, entrance halls and lifts and stores. 6.5 Provide hot water and clean the crockery and cutlery three times a day at 08:30am, 09:30am and 2:30pm 6.6 All toilets, basins and mirrors must be cleaned and disinfected three times a day (7:00am, 11:30am and 2:00pm) 6.7 Replenish consumables in toilets three times a day (7:00am, 11:30am and 2:00pm).
6.8 Sweep, scrub and polish floors of the lifts and clean mirrors and cart doors. 6.9 All skirting, windowsills and doors must be cleaned. 6.10 A dash of air-freshener must be sprayed in all toilets, conference rooms and waiting areas. 6.11 Treating of rodents (rats, mice and crawling insects) as and when required. The pesticides must be odorless and SABS approved and not harmful to humans. 7. Required cleaning equipment Industrial Vacuum Cleaner Industrial machines for washing carpet Mops Buckets 8. Weekly duties 8.1 Vacuum all carpeted areas. 8.2 Spot clean glass doors and glass partitions 8.3 Clean and polish chrome surfaces 8.4 The walls of the toilets must be cleaned and disinfected. 8.5 Clean louvers and louvered doors. 8.6 Wipe telephone instruments 8.7 Clean and polish furniture 8.8 Remove spots on carpets 9. Monthly duties 9.1 Clean louvers and louvered door 9.2 Clean windows in all public areas, foyers, passages, toilets etc. 10. Quarterly duties 10.1 Clean all windows on the inside 10.2 Carpet wash 10.3 Pest control
11. Bi-annual duties 11.1 Deep cleaning on all carpeted areas and tiled areas surface, at the time to be agreed upon with the employer (DoE) 11.2 Deep cleaning in all toilets 11.3 Clean blinds and wash all curtains. 12. SUMMARY 12.1 Carpeted area to be serviced is 7120m2 12.2 Tiled area to be serviced is 2 000 m2 13. REMUNERATION 13.1 The contractor shall be paid for services rendered in specific period on presentation of original tax invoice. 13.2 The contractor shall present such invoice on or before the 25 th of every month. 13.3 The following formula must be used to calculate the monthly invoice amount A X B = C A= Tendered price per m2 per month (including vat) B= 9120M2 C= Total amount of invoice 14. PAYMENTS 14.1 The Department will not make upfront payments to a successful service provider. Payment will only be made in accordance to the delivery of service that will be agreed upon by both parties. 14.2 The contractor shall pay the employee to render a service at least the minimum wage as prescribed for the area as promulgated in the Government Gazette. 15. PROJECT OUTPUT 15.1 Providing a clean, healthy and hygienic working environment.
16. Reporting requirement 16.1 The contractor shall report to the Director: Auxiliary Support Services 16.2 The contractor s supervisor must do a daily inspection on quality and standard of cleaning services and a weekly report in this regard must be provided to the Department. 16.3 The contractor supervisor must report on daily basis to the Department Facilities Section of any defects in and to area concerned e.g. broken mirrors, blocked toilets/urinals, broken windows etc. that they might come across during the cleaning of the building. 16.4 The contractor shall every month supply a summarized written report to the Department on specific problems, suggestions, improved methods and work programmes, personnel turnover, tenant s complaints and remedial action and all other matters connected with this agreement. 16.5 Meetings will be held monthly with the Service Provider. 17. COMPLETION DATE 17.1 The duration of the project is 2 years after the signing of a contract. 18. COMPULSORY INFORMATION SESSION 18.1 Briefing session will be held on 23 September 2010, 09H00 at the Department of Energy, Cnr Meintjies & Schoeman Str, Trevenna Campus, Building 2B, Sunnyside. 19. EVALUATION METHODOLOGY 19.1 Cost There should be a detailed outline of the breakdown in which the costs will be allocated together with the relevant motivation. Costs must be VAT inclusive and quoted in South African Rands.
19.2 Previously Disadvantage Individuals Provision of the Preferential Procurement Policy Framework Act (PPPFA) and its regulation will apply in terms of awarding points. 19.3 Company Experience Three years experience is required and a proof that they have performed similar services, accompanied by correspondence from references providing that such projects, were executed as well as their contactable references. Failure to submit the reference letter for previously rendered services will lead to disqualification of the proposal 19.4 Team leader experience. Minimum of 2 years experience is needed from the team leader 19.5 Project Plan/Methodology Daily, Weekly and monthly cleaning schedule Project plan with final outputs and identified timeframes. 20. MANDATORY REQUIREMENTS 20.1 The following must be submitted: Compensation for Occupational Injuries and Diseases Act (COIDA). The successful bidder will be required to comply with the requirement of Occupational and Safety Act 85 of 1993 Unemployment Insurance Fund( UIF) Original Tax Clearance Certificate (must be valid for 12 months from the date of issue) N.B Failure to comply with the above will disqualify the bid.
21. EVALUATION CRITERIA Technical Criteria Maximum weight Functionality : 60 1. Execution Plan 40 2. Contingency Plan 10 3. Standard and procedure for monitoring evaluation and quality service 10 Price and Specific Goals: 40 1. Price 30 2. BEE Status a) People with no Franchise prior to 1983 7 b. Women Equity 2 c. Disability 1 Bidders are requested to submit two (2) copies plus the original Bidders are requested to separate financial proposal from technical proposal. 22. The evaluation will be conducted in different phases. Phase 1: Phase 2: Screening of mandatory documents to ensure compliance Evaluation of technical compliance. Bidders who obtain a minimum of 40 out of 60 will be considered for further evaluation
Phase: 3 The site visit will be conducted to the three short-listed Bidders 23. ENQUIRIES Technical enquiries: Martina Masanako 012-444 4388 Bid enquiries: Ms Daisy Maraba/Patrick Botopela Tel: 012 444 4373 E-mail: daisy.maraba@energy.gov.za