Specification EC Cleaning Services - etenders.gov.za EC... · 1.12.18 Air-freshener must be sprayed in conference rooms and ... 1.1.4.4 Ensure that the Reception area is neat and

RFP: 72\CLEANING SERVICES (EASTERN CAPE REGION)\16\17\BM Page 1

SPECIFICATIONS

1. GENERIC SPECIFICATIONS (GENERAL SCOPE OF WORK) FOR CLEANING SERVICES

1.1 The scope of work for provision of Cleaning Services, is as follows:

1.1.1 Stores / Warehouses

1.1.2 Offices, Boardrooms (Conference and Meeting Rooms) and Passages

1.1.3 Kitchens

1.1.4 Lifts, Foyers, Receptions and Lounges

1.1.5 Security Areas

1.1.6 Toilets

1.1.7 Parking Areas, Walkways, Staircases, Balconies and patios

1.1.8 Emergency Stairs

1.1.9 Wash Bays (where applicable)

1.1.10 Bin Areas

1.1.11 Windows and Glass Surfaces

1.1.12 Provision of toilet paper

1.1.13 General (where applicable)

No Description

1.1.1 Stores / Warehouses

1.1.1.1 Polish or vacuum floors and carpets

1.1.1.2 Clean floors according to requirements of surface type

1.1.1.3 Dust and wipe down all horizontal and vertical surfaces including chairs, desks

filing cabinets and credenzas

1.1.1.4 Wipe and polish all tops with a cloth

1.1.1.5 Disinfect and clean telephones with recommended SABS approved liquid

1.1.1.6 Clean directory boards/White Boards with recommended SABS approved liquid.

1.1.1.7 Empty and clean waste paper bins

1.1.1.8 Dust picture frames

1.1.1.9 Clean all glass table tops

1.1.1.10 Vacuum upholstered furniture

1.1.1.11 Clean all marks from walls and light switches

1.1.1.12 Clean computer terminals, printers and keyboards with recommended SABS

approved liquid


No Description

1.1.2 Offices, Boardrooms (Conference and Meeting Rooms) and Passages

1.1.2.1 Polish or vacuum floors and carpets daily

1.1.2.2 Clean floors according to surface requirements



1.1.2.4 Polish all wooden desk tops and wipe other surfaces in Conference rooms

1.1.2.5 Disinfect and clean telephones with recommended SABS approved cleaning

materials

1.1.2.6 Clean directory boards/White Boards with recommended sabs approved liquid

with approved cleaning materials

1.1.2.7 Empty and clean waste paper bins

1.1.2.8 Dust picture frames

1.1.2.9 Clean all glass table tops

1.1.2.10 Vacuum upholstered furniture daily

1.1.2.11 Clean all marks from walls and light switches

1.1.2.12 Clean computer terminals, printers and keyboards with approved cleaning

materials

1.1.2.13 Clean blinds

1.1.2.14 Clean boardrooms in the morning and after every meeting

1.1.2.15 Wash crockery, cutlery and utensils after every meeting

1.1.2.16 Mop up any spillages

1.1.2.17 Dust light fittings

1.12.18 Air-freshener must be sprayed in conference rooms and waiting areas.

1.1.3 Kitchens

1.1.3.1 Wash dishes and dishcloths and clean kitchens four times daily

1.1.3.2 Clean Fridges daily

1.1.3.3 Empty bins daily

1.1.3.4 Bins to be sanitized three times a week.

1.1.4 Lifts, Foyers, Receptions and Lounges

1.1.4.1 Tend to pot plants, clean all passages and stairs

1.1.4.2 Clean reception desks/counters

1.1.4.3 Clean all entrances, stairs and stair rails

1.1.4.4 Ensure that the Reception area is neat and tidy at all times


No Description

1.1.4.5 Clean all marks from all surfaces

1.1.4.6 Vacuum all upholstered furniture and carpets on a daily basis

1.1.4.7 Fold umbrellas at end of business day

1.1.4.8 Wipe all tables and chairs which are placed outside, with wet cloth

1.1.4.9 The Supervisor must report all damages to property, breakages or

malfunctioning equipment to the SAPO duly appointed representative

1.1.5 Security Areas

1.1.5.1 Polish or vacuum floors and carpets daily




1.1.5.4 Polish all wooden desk tops and wipe other surfaces

1.1.5.5 Disinfect and clean telephones with recommended SABS approved liquid

1.1.5.6 Empty and clean waste paper bins daily

1.1.5.7 Vacuum upholstered furniture and carpets daily

1.1.5.8 Clean all finger marks from walls paintwork and light switches

1.1.5.9 Clean computer terminals, printers and keyboards with approved cleaning

materials

1.1.5.10 Clean Guard houses, where applicable

1.1.6 Toilets

1.1.6.1 Replenish consumables

1.1.6.2 Wipe doors, walls and partitions

1.1.6.3 Remove mineral deposits from gullies and drains

1.1.6.4 Empty and clean all waste receptacles

1.1.6.5 Clean, brush wash and sanitise bowls, basins and urinals

1.1.6.6 Clean all mirrors


1.1.6.8 Clean cabinets and sanitary buckets

1.1.6.9 Replenish toilet sanitizers, toilet paper etc., as required

1.1.6.10 Clean showers if applicable

1.1.6.11 All dustbins must be emptied and cleaned

1.1.7 Parking Areas, Walkways, Staircases, Balconies and Patios

1.1.7.1 Clean floors and handrails according to requirements of surface type Machine scrub floors or walkways as necessary


No Description

1.1.7.2 Sweep the basements

1.1.7.3 Empty the rubbish bins

1.1.7.4 Dust high level surfaces and exposed piping

1.1.8 Emergency Stairs

1.1.8.1 Clean floors and handrails according to requirements of surface type

1.1.8.2 Sweep the basement

1.1.8.3 Empty the rubbish bins

1.1.8.4 Dust high level surfaces and exposed piping

1.1.9 Wash Bays (where applicable)

1.1.9.1 Keep wash bays tidy

1.1.10 Bin Areas

1.1.10.1 Clean and disinfect bins after emptying

1.1.11 Windows and Glass Surfaces

1.1.11.1 Clean all windows internally and externally (where applicable)

1.1.11.2 Clean all mirrors and glass surfaces

1.1.11.3 Clean all glass doors

1.1.11.4 Clean blinds on all windows

1.1.12 General (where applicable)

1.1.12.1 Clear all grid covers to drainage pipes of debris, where applicable.

1.3 Required Cleaning Equipment

The following equipment (not exhaustive) is required for the delivery of services, on a site specific basis:

No Description

1.3.1 Industrial Vacuum Cleaners

1.3.2 Industrial machines for cleaning carpets

1.3.3 Sufficient mops and brushes per cleaner

1.3.4 Sufficient buckets per cleaner

1.3.5 Sufficient brooms per cleaner

1.3.6 Protective clothing in compliance with the OHS Act No. 85 of 1993.


1.3.7 Sufficient warning signs per cleaner in alignment with the OHS Act

1.3.8 Machine scrubbers

1.3.9 Step ladders

1.4 Consumables

The cost of all consumables must be included in the Pricing Schedule submitted by the

service provider. A register of all consumables must be kept by the service provider for

SAPO’s records. Below are some items anticipated for consumption as a part of the service:

No Description

1.4.1 Supply of toilet paper:

Service Provider to supply toilet paper for daily use to all toilets which must comply with SABS. (Two-ply non-scented toilet paper packs with 48-each rolls each, 350 sheets per roll.) • Mthatha PO Building 8 packs per month • East London PO Building 8 packs per month • Port Elizabeth PO Building 20 packs per month

1.4.2 Disinfectant liquid and brushes for cleaning toilet bowls and urinals

1.4.3 Multi-purpose pine gel

1.4.4 Window cleaner

1.4.5 Heavy duty cleaner

1.4.6 Mop and buff

1.4.7 Bleach

1.4.8 Floor polish

1.4.9 Stainless steel polish

1.4.10 Cleaning cloths

1.4.11 Yellow dusters

1.4.12 Steel wool

1.4.13 Gloves

1.4.14 Feather dusters


Cleaning detailed specification 1. Port Elizabeth Main Post Office Building

Province Eastern Cape

SAPO Region name Eastern Cape

Town / City Port Elizabeth

Location / suburb Port Elizabeth CBD

Name and physical address of building 259 Govan Mbeki Ave

Port Elizabeth Brief property description (type and number of buildings, and their use)

Multi storey A- Grade Building with 3 parking levels and 15 storey office block housing the Mail Centre on the 2nd Floor. Mail Centre operates 18-hour per day.

Total property size 48,000m² Contact Details of site manager / supervisor

• Reception: 041 508 4000 • Direct line: 041 508 4473

Stair cases Service Service Frequency

Mop stairs 2 x weekly

Apply polish 2 x weekly

Remove dust on the hand rails Daily

Sweep stairs Daily

Windows within 2 meters Weekly

Kitchens

Service Service Frequency

Wash and store away cutlery and crockery Daily

Clean and wash sinks and fridges Daily

Wipe clean cupboards Daily


Clean and neatly arrange tables and chairs Daily

Wash and clean interior glass Daily

Replenish water aqua-coolers Daily

Empty dustbins Daily continuously

Glass Doors Daily

continuously

Lifts, foyers and receptions


Mop the Lifts Daily

Remove dust on the hand rails Daily

Wipe clean finger marks, water and coffee spillage Daily continuously

Dust all upright furniture and Wall Pictures Daily

Wipe Clean with dry cloth all electrical boxes Daily

Dust air conditioner outlets Daily

Window Area up to two metres Weekly

Security areas (Basement and Ground floor)


Mop floor Daily

Clean dustbin 3 x Daily

Clean Toilet 3 x Daily

Replenish Paper Towel, toilet paper, sanitizers and soap

3 x daily or as per need

Dust clean counter tops Daily


Clean toilet mirror Daily

Windows Weekly

Toilets


Empty and clean all waste receptacles Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean, brush wash and sanitise bowls, basins and urinals

Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean mirrors Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean Floors according to type Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean Cabinets and sanitary buckets Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Replenish paper towels, soap, toilet sanitizers, toilet paper etc or as required

Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Parking basements and walkway stairs (Three parking levels)


Sweep floor and collect rubbish Daily

Scrub entire floor surface Monthly

Report vehicles leaking oil Daily

Keep wash bay tidy Daily

Sweep access ramps Daily


Pressure clean walls on ramps and in parking garage Quarterly

Sweep walkways Daily

Offices, Boardrooms (Conference and Meeting rooms) retail area (post office) and Passages


(Daily, Weekly, Monthly)

Machine buff Weekly

Clean floor according to type Weekly

Dust and wipe down all horizontal and vertical surfaces including chairs, desks filing cabinets and credenzas

Daily

Polish all wooden desk tops in Conference rooms Weekly

Wipe all other desk tops and counters with a dry cloth Daily

Disinfect and clean telephones Daily

Clean directory boards/White Boards with recommended sabs approved liquid.

As required

Empty and clean waste paper bins Daily

Dust picture frames Weekly

Wipe and spot clean glass table tops Daily

Vacuum upholstered furniture Bi- monthly

Spot clean finger marks from paintwork and light switches Bi- weekly

Clean computer terminals, printers and keyboards Weekly

The Contractor shall prepare the official conference rooms (tea, coffee, etc) and clean cups for SAPO meetings.

As required

Clean boardrooms in the morning after every meeting As required

Wash bottles, cutlery and utensils after every meeting. As required

Provide clean cold water after every meeting As required


2. General property information: Province Eastern Cape


Town / City Mthatha

Location / suburb Mthatha CBD

Name and physical address of building Mthatha Post Office building

cnr Sutherland and Durham Streets Mthatha

Brief property description (type and number of buildings, and their use)

Double storey building with Post Office on ground floor and Administration offices on top floor

Total property size 4,080 m² Contact Details of site manager / supervisor


Stair cases and walkaway stairs


Staircases and Emergency Stairs:

Sweep all stairs Daily

Dust handrails Daily

Mop / wash all stairs Weekly

Clean floor and staircase rails according to type Weekly

Empty the rubbish bins. Daily

Offices, Boardrooms (Conference and Meeting rooms), entire retail area (post office) and Passages

Service Service Frequency (Daily, Weekly, Monthly)

Machine buff Weekly

Clean floor according to type Weekly


Daily


Polish all wooden desk tops in Conference rooms Weekly




As required




Vacuum upholstered furniture Bi- monthly

Spot clean finger marks from paintwork and light switches Bi- weekly

Clean computer terminals, printers and keyboards Weekly


As required



Provide clean cold water after every meeting As required

Kitchens


Clean Kitchens Daily

Wash crockery and dishes twice a day( 9h30 and 14h45) Yes

Wash dish cloths Daily

Clean Fridges Quarterly

Foyers and receptions


Clean pot plants and the stairs Weekly

Wipe clean Reception Counter Daily

Clean stairs, entrances and the stair rails Daily


Reception area Daily

Spot clean all low surfaces Bi- weekly

Toilets


Toilets– Hourly

Ensure usability and replenish consumables. As required

Disinfect all components Daily

Wipe doors, walls and partitions Weekly

Remove mineral deposits from gullies and drain Weekly

Clean cabinets and sanitary buckets Weekly

Replenish towels, soap, toilet sanitizers, toilet paper etc, or as required

As required

Clean floors accordingly to type Daily

Clean showers Daily

Clean all mirrors Daily

Clean, brush wash and sanitise bowls, basins and urinals Twice daily


Empty and clean all waste receptacles Daily

Public, security and lounge areas


Empty waste baskets and wash out or replace bin liner as required Daily

Dust surfaces such as desk tops, telephone, filling cabinets, chairs etc.

Daily

Remove spot from carpets As required

Spot mop any spillages As required

Clean window as required Monthly


Dust light fittings Monthly

Passages Daily

Glass area Daily

All dustbins must be emptied and cleaned, two times a day Yes

A dash of air-freshener must be sprayed in all toilets, conference rooms and waiting areas.

Continuously

Empty waste baskets and wash out or replace bin liner as required Daily

Dust surfaces such as desk tops, telephone, filling cabinets, chairs etc.

Daily

Remove spot from carpets As required

Spot mop any spillages As required

External Guard house Daily

Back yard and surroundings Daily

3. East London Post Office Building

General property information: Province Eastern Cape


Town / City East London

Location / suburb East London CBD

Name and physical address of building

Oxford Street East London

Brief property description (type and number of buildings, and their use)

Multi storey Building with 1 parking level and 2 storeys of offices 1st & 2nd Floor plus Annex building (currently vacant )

Total property size 8,113 m² Contact Details of site manager / supervisor



Offices, Boardrooms (Conference and Meeting rooms) Retail area (entire post office) and Passages


(Daily,Weekly, Monthly)

Machine buff Weekly

Clean floor according to type Daily


Daily

Polish all wooden desk tops in Conference rooms Daily




As req




Vacuum upholstered furniture Twice weekly

Spot clean finger marks from paintwork and light switches Weekly or as req

Clean computer terminals, printers and keyboards Daily


As Req

Clean boardrooms in the morning after every meeting As req

Wash bottles, cutlery and utensils after every meeting. Ongoing basis

Provide clean cold water and hot water after every meeting As req


Stair cases


Staircases and Emergency Stairs:

Sweep all stairs Daily

Dust handrails Daily

Mop / wash all the stairs Weekly

Clean floor and staircase rails according to type Weekly

Empty the rubbish bins. Daily

Kitchens


Clean Kitchens Daily

Wash crockery and dishes twice a day( 9h30 and 14h45) Yes

Wash dish cloths Daily

Clean Fridges Quarterly

Lifts, foyers and receptions


Clean pot plants and the stairs Weekly

Wipe clean Reception Counter Daily

Clean stairs, entrances and the stair rails Daily

Reception area Daily

Spot clean all low surfaces Bi- weekly


Security areas


Ground floor Daily

Toilets


Toilets Hourly

Ensure usability and replenish consumables. As required

Disinfect all components Daily

Wipe doors, walls and partitions Weekly

Remove mineral deposits from gullies and drain Weekly

Clean cabinets and sanitary buckets Weekly

Replenish towels, soap, toilet sanitizers, toilet paper etc, or as required As required

Clean floors accordingly to type Daily

Clean showers Daily

Clean all mirrors Daily



Empty and clean all waste receptacles Daily

Basement parking and walkway stairs


Sweep floor and collect rubbish Daily

Scrub entire floor surface Monthly

Report vehicles leaking oil Daily

Keep wash bay tidy Daily


Sweep access ramps Daily

Pressure clean walls on ramps and in parking garage Quarterly

Sweep walkways Daily

Public area, offices, passages and lounge area


Machine buff Monthly

Clean floor according to type Daily


Daily

Wipe and polish all tops with a cloth Daily



Daily


Dust picture frames Daily


Vacuum upholstered furniture Daily

Spot clean finger marks from paintwork and light switches Daily

Clean computer terminals, printers and keyboards Daily

Boardrooms (Conference and Meeting rooms)

Service Service

Frequency (Daily, Weekly, Monthly)


As required



Provide clean cold water and hot water after every meeting As required


EVALUATION CRITERIA

1. The bid evaluation is undertaken in three (3) phases, namely:

No Evaluation Phases

Description Points Max Scoring

1.1 Gate Keeping Compliance to Administrative Criteria

Full Compliance Full Compliance

1.2 Functionality Score Company Experience 80 100 Key Resource Experience 20

1.3 Preference Point System

Points for Price 90 100

Points for Preference (B-BBEE)

10

Bidders scoring <70% on functionality will not be further evaluated.

1.1 Phase I : Gate Keeping

The gate keeping criteria is as follows:

No Description

Bidders must comply with the following gatekeeping criteria. Failure to comply with the following criteria will result in the bid not being evaluated further.

1.1.1 Attendance of compulsory site inspections per site, in an area within a region.

1.1.2 Pricing schedule must be completed per area per building


1.2 Phase II: Functionality Score

Sub-Criteria

Description Scoring Guide

Score Weight Total Weight

Company Experience

Bidders experience’s in at least 1 year in the successful execution of cleaning activities, as per specification. Bidders experience will be measured on the following: • Number of years’ company experience in the industry • Customer Satisfaction (To be validated using reference checks as per bidders submission in line with the relevant templates in the bid documents)

80

Number of years’ experience in the industry

1 - 2 years 3.5 40 >2 years 5

Customer Satisfaction Good 3.5 40 Excellent 5

Key Resources

Experience of key resources (supervisors) in providing cleaning services

> 5 – 12 months

3.5 20 20

>1 year 5

TOTAL POINTS FOR FUNCTIONALITY 100

FUNCTIONALITY THRESHOLD (Bidders scoring <70% on functionality will not be further evaluated.)


1.3 Phase III: Preference Points System

No. Criteria Weight Sub-criteria

PREFERENCE POINTS SYSTEM: 90/10

6.1.3.1 Total Price 90 Calculation of points for price

6.1.3.2 B-BBEE 10 Calculation of B-BBEE Level Status points

6.1.3.1 Calculation of points for price

−

−=min

min190P

PPtPs

Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid 6.1.3.2 POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTION

B-BBEE Status Level

of Contributor Number of points

(90/10 system) Number of points

(80/20 system)

1 10 20

2 9 18

3 8 16

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-compliant contributor

0 0


Documents

Specification EC Cleaning Services - etenders.gov.za EC... · 1.12.18 Air-freshener must be sprayed in conference rooms and ... 1.1.4.4 Ensure that the Reception area is neat and