TENDER NUMBER: HO/CRES/SGR/58/01/2017 /
1 The scope of work
PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) – EAST CORRIDOR 3
A. Preliminaries
1. PRASA invites professional cleaning companies hereinafter called “the Tenderers” to submit a tender for providing cleaning services for various stations listed in herein as “East Corridor 3 Stations - Southern Gauteng Region (SGR)”.
2. Subject to the acceptance of the Tender and any counter offer by PRASA, the successful Tenderer hereinafter called “the Contractor” shall under a contract, which consist of Preliminaries, Conditions, Service Schedule, Specifications and Form of Tender, clean all areas and facilities of the stations.
3. The scope of the Contract’s service shall cover the entire precinct and the facilities of the station. All Tenders are advised to understand the Stations and station layout carefully before submitting Tender. Tenderers may be invited to attend an interview before decision on selecting the Contractor can be made by PRASA.
4. PRASA is not obliged to accept the lowest or any tender submitted by the Tenderers.
5. The tender submission must comprise of the following documents:
5.1. Information to show company’s experience in providing cleaning services for good quality facilities (such as company brochure, appointment list, reference letter etc.)
5.2. Organisational Chart to show company’s management system and back up support for cleaning operations of the stations in this contract.
5.3. Service Commitment – A detailed statement to show company’s planned efforts in delivering cleaning service to PRASA stations at the highest standard.
5.4. A Quality and Environment Certification (if any), such as ISO 9000 and ISO 14000.
5.5. Proof of Registration with Provident Fund for the cleaning industry
5.6. Proof of Registration for Compensation for Occupational Injuries and Diseases (COIDA)
5.7. Proof of Registration with Unemployment Insurance Fund (UIF) with Department of Labour.
B. Special Conditions of Contract
6. This shall be a performance based contract and shall be for a term of 3 years (or 36 months) commencing from the date of signature of agreement.
7. The performance of the contractor shall be evaluated and assessed on month to month basis and may be terminated on the ground of poor performance and/or non-responsiveness.
8. Either party may terminate the Contract by given another party a 30 calendar day written termination notice.
9. The Contractor shall undertake to provide and use Totally Degradable Plastic Refuse Bags (TDP) for daily refuse collection.
10. The Contractor shall undertake to provide and use environmentally friend (and SABS approved) products/detergents/material as required by PRASA.
11. Cleaning Material & Machinery
11.1. All electrical and non-electrical operated equipment should be SABS approved.
11.2. The Contractor shall supply its own cleaning equipment and chemicals at their own cost.
11.3. The Contractor shall maintain and ensure availability of Material Safety Data Sheets (MSDS) to be available
11.4. All cleaning material approved by the client shall be available at all times for execution of work.
11.5. PRASA shall ensure availability of supply pointe for water supply and electricity, in the event where the water supply is disrupted or PRASA runs out of water the service provider needs to provide alternative means to get water to ensure all facilities are kept cleaned.
11.6. All safety precautions stipulated by the client shall be strictly adhered to.
12. The Contractor shall be responsible for the efficient performance of the Contract and for the good conduct of his/her employees whenever they carry out cleaning works at the stations.
13. The Contractor shall maintain contracted number of cleaners at all times to properly fulfil his/her obligation under this Contract.
14. The Contractor’s employees shall be properly supervised at all times by a supervisor(s) employed for this purpose by the Contractor.
15. The Contractor shall provide clean and tidy uniforms by the Contractor for all his/her employees. The uniform must be worn by all employees who are engaged to carry out the works under this Contract.
16. The Contractor employees cleaning PRASA stations under this Contract shall be identifiable (ID) with appropriate Company’s badge and access card displayed all the time with the following information on it;
16.1. The photo of the employee
16.2. The Name of the Employee
16.3. The position he or she occupies
16.4. The Name of the Cleaning Company
16.5. The Number of the Site Access operating under
16.6. The Name of the Station of deployment.
17. PRASA reserves the rights to monitor time and attendance of the Contractor’s employees as well as to give working instruction directly to the Contractor’s employees if in the opinion of PRASA this is necessary. This will be done through a dedicated Contracts Manager.
18. Subject to the final agreement made by the parties, the Contractor shall be remunerated by PRASA monthly in accordance with the price agreed.
19. The Contractor shall provide high quality cleaning operation at the Stations all times. The Contract shall put in-charge a sound knowledgeable and experience Supervisor, in charge of daily operations of cleaning team. These personnel shall be strong in supervisory and communication skill, initiative, enthusiastic and reliable. The Supervisor may be required to perform duties outside normal working hours and be reachable all the time.
All Cleaners should be trained to be observant, keen, alert, efficient, willing and pleasant. On job work observation must be performed by Supervisor on an ongoing basis to ensure that cleaners perform the duties and responsibilities consistently above expectation.
20. The Contractor shall perform cyclic or ad-hoc deep cleaning of the station and the facilities to enhance the level of cleanliness.
21. The Contractor shall provide all necessary machinery, tools and materials for the proper execution of the work. Such machinery and materials shall e of a high standard and suitable for use in the station environment.
22. Unless written consent is given by PRASA, the Contract or any part, share, or interest in it, must not be transferred or assigned by the Contractor, directly or indirectly to any persons whomsoever.
23. The Contractor’s employees must observe all reasonable instruction of the PRASA Delegated Contract’s Manager.
24. PENALTIES
If the Contractor fails to deliver any or all of the goods or to perform the services as required in the contract, PRASA shall, without prejudice to any rights/ remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on the delivered price of unperformed services for each day of the occurrence of the failure of performance. The PRASA may also consider termination of the contract pursuant to General Condition of the Contract.
25. Default
If the Contractor
i. Has abandoned the Contract; or
ii. Is not executing the service in accordance with the Contract or is persistent of flagrantly neglecting to carry out his obligation under this Contract
The PRASA delegated Contract’s Manager, after giving 7 working days’ notice in writing to the Contractor, may expel the Contractor from the station thereby releasing the Contractor from any of his other obligations or liabilities under the Contract.
26. Inspection and Rejection
All services performed under this Contract shall be subject, before payment, to inspection by PRASA delegated Contract’s Manager who may withhold payment when in his/her opinion any services has not been performed in accordance with the requirement of the Contract.
27. Safety and Housekeeping
27.1. PRASA operate stations within a strict railway operating environment with high commuter flow, particularly during operating peak periods. Safety of commuters is therefore a non-negotiable requirement and the following should be strictly complied with.
27.2. The Contractor shall submit a Health & Safety Plan, which will include Risk Assessment with proposed work method and request for approval for site access (for PRASA CRES’s approval). Only when approval is granted shall the Contractor be granted access to the site for the duration of the contract.
27.3. Good safety and housekeeping practices shall be entrenched in working methods and practices.
27.4. Compliance with Environmental, Health and Safety Regulations as well as any such regulation prescribed by PRASA. It is the Contractors responsibility to know and understand them properly.
27.5. Regular and routine or ad-hoc inspections of compliance with safety and housekeeping shall be undertaken and all necessary correction actions immediately implemented.
28. Maintenance Records and Reporting
28.1. The CONTRACTOR shall ensure that proper records of equipment, consumables, toilet paper consumption; inspection lists and staff attendance registers are maintained. These records must in the station/ticket office and made available on request.
28.2. The CONTRACTOR shall produce monthly reports indicating the daily resource deployment for the month, ad-hoc costs, and costs depicting the monthly contract fee, consumable allocation per facility with costing, walk-about findings, non-conformances and all actions taken.
28.3. Continual improvement: This contract encourages the analysis of operations, to identify deficiencies, to introduce new technologies and provide proposals. This is the primary reason why proper record keeping and monthly reporting is prescribed in this contract.
28.4. Control Documents: Control documents shall be placed at the Station Office to confirm that all activities have been carried out as per specifications. These documents are to be signed by the Contractors’ cleaning staff daily and must accompany the payment invoice each month. This is to enable IPMS to determine the details of the cost drivers for this critical function at stations.
28.5. The Contractor shall also provide the Station Office with documentation indicating the daily activities, i.e. starting, tea, lunch and finishing time, of the cleaning staff.
28.6. Checking or inspection schedules to be signed and placed at the cleaners room at all times.
C. SPECIFICATION
C.1 Tender Requirements
C.1.1 General Requirements
1. The Contractor shall comply strictly with requirements for the Cleaning of the Railway Tracks between platforms at each station. The tracks and railway operating tunnel shall only be cleaned during the operating off-peak period during weekdays. This requirement will not apply to weekends and public holidays. The track cleaning shall be done UNDER PROTECTION and with approved Health and Safety Plan.
2. The Contractor shall ensure full compliance with all applicable Statutory Regulations of the industry. The following Specific Legislative Requirement will be strictly complied with;
2.1. The Basic Conditions of Employment Act 1997 ( Act no 75 of 1993)
2.2. The Labour Relations Act, 1995 (Act no 66 of 1995)
2.3. The Occupational and Safety Act, 1993 (Act no 85 of 1993)
2.4. The National Environmental Management Act (Act no 107 of 1998)
2.5. National Railway Safety Regulator Act (16/2002)
C.1.1 Specific Requirements
2.6. The appointed service provider shall be required to provide highest quality cleaning services nine ( 9 ) stations of East Corridor 3 of the Southern Gauteng Region (SGR).
2.7. Clustering of Stations: This corridor is clustered according to the portion of the SGR West network as illustrated in the diagram below.
Station Facilities and Size:
2.7.1. The contract will provide to the cleaning of the mix of various facilities within the station precinct.
2.7.2. This cluster has the facilities per station as per the Table below.
Station name / Platform / Track Rails / Public Toilets / Ticket Office / Waiting Areas / Staff Offices / Parking area / Access control / Concourse / Entrances and WalkwaysDoornfontein / 2 / 4 / 12 / 1 / 4 / 4 / 0 / 2 / 1 / 2
Jeppe / 2 / 4 / 12 / 1 / 4 / 1 / 0 / 4 / 1 / 2
George Goch / 3 / 5 / 8 / 1 / 4 / 1 / 0 / 2 / 0 / 2
Denver / 2 / 4 / 8 / 1 / 4 / 2 / 0 / 2 / 0 / 2
Tooronga / 2 / 4 / 7 / 1 / 4 / 1 / 0 / 2 / 0 / 2
Cleveland / 2 / 4 / 8 / 1 / 0 / 1 / 0 / 2 / 0 / 2
Geldenhuis / 2 / 4 / 4 / 1 / 0 / 1 / 0 / 2 / 0 / 2
Driehoek / 2 / 4 / 7 / 1 / 0 / 1 / 0 / 2 / 0 / 2
President / 4 / 6 / 8 / 1 / 4 / 1 / 0 / 4 / 0 / 2
TOTAL / 21 / 39 / 74 / 9 / 24 / 13 / 0 / 22 / 2 / 18
2.7.3 Table below illustrate the extend and size of the facilities
Station name / Platform m² / Track Rails m² / Public Toilets m² / Ticket Office m² / Waiting Areas m² / Staff Offices m² / Parking area m² / Access control m² / Concourse m² / Entrances and Walkways m²Doornfontein / 2852 / 5704 / 40 / 120 / 12 / 80 / 0 / 40 / 160 / 80
Jeppe / 2852 / 5704 / 36 / 120 / 12 / 60 / 0 / 24 / 162 / 60
George Goch / 4278 / 7130 / 24 / 60 / 12 / 50 / 0 / 12 / 0 / 60
Denver / 2852 / 5704 / 24 / 70 / 12 / 70 / 0 / 12 / 0 / 60
Tooronga / 2852 / 5704 / 21 / 60 / 12 / 80 / 0 / 12 / 0 / 60
Cleveland / 2852 / 5704 / 24 / 60 / 0 / 60 / 0 / 12 / 0 / 60
Geldenhuis / 2852 / 5704 / 24 / 60 / 0 / 60 / 0 / 12 / 0 / 60
Driehoek / 2852 / 5704 / 21 / 60 / 0 / 60 / 0 / 12 / 0 / 60
President / 5704 / 8556 / 24 / 50 / 12 / 80 / 0 / 24 / 0 / 60
TOTAL / 29946 / 55614 / 238 / 660 / 72 / 600 / 0 / 160 / 322 / 560
2.7.4 The Staffing Plan and Shift System: The total cleaning staff/personnel to be provided in this specification is Forty three (43) including the supervisor as per the Table below.
OPERATING TIMESNo. / Station Name / Corridor Name / Station Classification / Total Number of Cleaners / Morning Shift / Night Shift / Day Shift / Saturdays, Sundays & Public Holidays
06H00 to 14H00
(8hrs) / 14H00 to 20H00
(8hrs) / 07H00 to 16H00
(9hrs) / 08H00 to 16H00 (8 hrs)
1 / Doornfontein / EAST / Core / 15 / 10 / 5 / N/A / 6
2 / Jeppe / EAST / Core / 5 / N/A / N/A / 5 / 2
3 / George Goch / EAST / Intermidiate / 4 / N/A / N/A / 4 / 2
4 / Denver / EAST / Intermidiate / 3 / N/A / N/A / 3 / 1
5 / Tooronga / EAST / Intermidiate / 3 / N/A / N/A / 3 / 1
6 / Cleveland / EAST / Intermidiate / 3 / N/A / N/A / 3 / 1
7 / Geldenhuis / EAST / Halt / 1 / N/A / N/A / 1 / 1
8 / Driehoek / EAST / small / 3 / N/A / N/A / 1 / 1
9 / President / EAST / Intermidiate / 4 / N/A / N/A / 4 / 2
2 / 1 / 1 / 1
SUPERVISOR(S) / 1
TOTAL NUMBER OF CLEANING STAFF ON THE CLUSTER PER SHIFT / 43 / 11 / 6 / 25 / 18
C.2 Cleaning Material, Consumables, Tools and Equipment