1.Generic Specifications (General Scope of Work) for Cleaning Services

SPECIFICATIONS

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

1.1The 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
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
1.1.2.3 / Dust and wipe down all horizontal and vertical surfaces including chairs, desks filing cabinets and credenzas
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
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
1.1.5.2 / Clean floors according to requirements of surface type
1.1.5.3 / Dust and wipe down all horizontal and vertical surfaces including chairs, desks filing cabinets and credenzas
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
1.1.6.7 / Clean floors according to requirements of surface type
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
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.

1.3Required 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 8packs per month
East London PO Building 8packs per month
Port Elizabeth PO Building 20packs 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

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

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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: 041508 4000
Direct line: 0415084197

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

Service / Service Frequency
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)

Service / Service Frequency
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

Service / Service Frequency
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)

Service / Service Frequency
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

Service / Service Frequency (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
SAPO Region name / 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 /

Reception: 041508 4000
Direct line: 041508 4197

Stair cases and walkaway stairs

Service / Service Frequency
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

Kitchens

Service / Service Frequency
Clean Kitchens / Daily
Wash crockery and dishes twice a day( 9h30 and 14h45) / Yes
Wash dish cloths / Daily
Clean Fridges / Quarterly

Foyers and receptions

Service / Service Frequency
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

Service / Service Frequency
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
Clean, brush wash and sanitise bowls, basins and urinals / Twice daily
Empty and clean all waste receptacles / Daily

Public,security and lounge areas

Service / Service Frequency
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
SAPO Region name / 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 /

Reception: 041508 4000
Direct line: 0415084197

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

Service / Service Frequency (Daily,Weekly, Monthly)
Machine buff / Weekly
Clean floor according to type / Daily
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 / Daily
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 req
Empty and clean waste paper bins / Daily
Dust picture frames / Weekly
Wipe and spot clean glass table tops / Daily
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
The Contractor shall prepare the official conference rooms (tea, coffee, etc) and clean cups for SAPO meetings. / 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

Service / Service Frequency
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

Service / Service Frequency
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

Security areas

Service / Service Frequency
Ground floor / Daily

Toilets

Service / Service Frequency
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
Clean, brush wash and sanitise bowls, basins and urinals / Twice daily
Empty and clean all waste receptacles / Daily

Basement parking andwalkway stairs