NATIONAL LIBRARY OF SOUTH AFRICA

228 Johannes Ramakhoase Street5 Queen VictoriaStreet

Private Bag X397Cape Town

Pretoria8001

0001

BID DESCRIPTION

PROCUREMENT OF CLEANING SERVICES FOR A PERIOD OF THREE (3) YEARS – CAPE TOWN

TENDER NO: NLSA.CT.CLEANING 11/2017

CLOSING DATE:12 JANUARY 2018TIME: 11h00

COMPULSORY BRIEFING SESSION

Cape Town Campus:5 Queen VictoriaStreet

VENUE:Cape Town Conference Room

DATE: 15 December 2017

TIME:11h00

NB. Note that bid proposals should be delivered to NLSA Cape Town office during normal working hours (Monday – Friday) at 8:00 am and closes at 17:00. Upon the submission of the bid documents service providers are requested to sign the register at the Reception.

BID DOCUMENTS ARE AVAILABLE ON:

  • NLSA website (
  • National Treasurywebsite (

NB.Completed Bid Documents must be deposited in the Tender Box at the Offices of NLSA at5 Queen Victoria, Cape Townbefore the closing date and time on Friday the 12th January 2017 @ 11:00.

  1. BACKGROUND

NLSAis aworld-class African National Library and Information hub. We build, record, preserve, conserve and make available a complete South African documentary heritage fostering a reading nation towards an informed citizenry.

The Library has offices situatedinPretoriaandCapeTown. TheNLSArequires a service providertorendercleaningservicesattheCape TownCampusfora period of 36 months.

  1. SCOPE OF SERVICE REQUIRED

The successful bidder will ensure that the facilities of the NLSA arealways clean and tidy, that staff, visitors and the general public have access to facilities which are in a good, clean, hygienic and safe environment in line with the prescripts of Occupational Health and Safety Act of 1993, Act No.85 of 1993 as amended.

2.1Performance requirements

The successful bidder must comply with the following requirements:

  • Make use of SABS approved materials and chemicals. NLSA reserves the right to approve cleaning materials, and chemicals, prior to the use thereof.
  • Sufficient stock of cleaning materials are kept on site to ensure that there is no shortage at any given time.
  • Cleaningserviceswill berenderedduringworkinghours fromMondaytoSaturday,

excluding public holidays unless otherwisespecified.

  • Thecleaningservicesmustatalltimesbeexecutedunderfulltimesupervision

by the successful bidder’s supervisor(s).

  • The cleaning staff must always be dressed in distinctive and acceptable uniform when on duty.
  • The supervisor(s) must conduct daily inspection on the quality and standard of cleaning service rendered. A monthly report in this regard must be provided to NLSA.
  • Thesupervisor(s)mustreporton adailybasis tothedelegatedofficialofNLSAof anydefectsdetectedduringcleaningof thebuildinge.g.brokenmirrors,blocked toilets/urinals,broken windows,leaking areas,pests, etc.
  • Complywiththe Healthand Safety Act and other applicableregulations.
  • Allwastepapercollectedfromemptyingofdustbinsetc.isthepropertyofthe

NLSA and must be separated fromthe garbage.

  • Submit the summarised writtenreport toNLSA on specific problems,suggestionsonimprovedworkmethodsandanyothermattersrelatedtothis agreement on a monthlybasis.
  • Theserviceproviderwillnotbeallowedto storeorleavecleaningequipmentand material lyingaroundonthefloor,exampleintheentrancehall,corridors, arcades,hallwaysorthesteps,otherthaninthelockupfacility. Alock-up facilitywillbemadeavailable byNLSAforthesafekeepingofstockand equipment.
  • Service provider must comply with the basic conditions of employment and the minimum wage determination for the sector. This shall include timeous pay of employee wages & salaries per the agreement.

2.2 Cleaning tasks and duties to be undertaken

2.2.1Dusting

Unlessotherwisestated,theunder-mentionedshouldbedustedevery daywitha

softclothoraduster,whichisrecommendedspecificallyforthispurpose,and should be cleaned daily:

• Contents of each room/ office

• All surfaces and partitions

• All artwork and frames

• Wooden panels and partitions

• Stock items in storerooms should be dusted on request or at least once a month

2.2.2Area outside the building (Reception and courtyard)

• These areas must be swept and washed on daily basis to remove dust and leaves.

• Paving is to be hosed with clean water and scrubbed weekly.

2.2.3Blinds

• Dust blinds – Weekly

• Clean blinds – Monthly

2.2.4. Doors

•Remove all dirty spots on wooden and aluminum doors – Daily.

•Polish door knobs with an approved metal polish where applicable – Weekly.

•Wash all glass doors (inside and outside) with a degreasing agent and equipment that will not scratch the surface, as required – Weekly or on request.

2.2.5. Glass Partitioning

•Wash all low-level glass partitioning – Once a week.

2.2.6. Elevators

•Clean all elevators inside and outside with degreasing agent using a cloth that will not scratch the surface, as required – Daily

2.2.7. Furniture

•Polish wooden furniture everywhere with an approved polish. Such polish should not be greasy, and should not come off on anything it comes into contactwith after it has been polished – Weekly.

•Do not polish any laminated furniture.

• Remove all dirty spots from glass tops, desks and other furniture such as bookcases, empty shelves in a proper way – Daily.

• Damp-wash those parts of furniture covered in leather or imitation leather –Daily.

• Treat upholstered or leather covered parts of furniture with an approved agent –Monthly.

• Vacuum those parts of furniture covered with fabric – Weekly.

• Wipe telephones with a damp cloth using a suitable diluted disinfectant – Daily.

2.2.8. Inside walls

• Remove all spots such as fingerprints on walls, paintwork, and electric switches– Daily.

2.2.9. Stairs

•Wipe banisters with a damp cloth – Daily.

•Use polish on wooden banisters that will not scratch the surface, as required – Monthly.

•Clean all visible pipes - Daily.

2.2.10 Floors

• Clean all floors in order to maintain a high gloss – Daily.

•Use the good quality and recommended chemicals on the Vinyl floor.

• Should entry to offices or high traffic make it difficult to treat floors, it should be done after office hours or public holidays.

• Wash floors with an appropriate disinfectant – Daily.

2.2.11. Carpets (wall-to-wall and loose)

•Vacuum all carpets – Weekly or when necessary.

Thorough vacuuming as follows:

•High Traffic like passages – Daily

•Reading room, Reference section and Conference Facilities – Daily

•Clean spots or stains immediately on a daily basis. There should be guarded against the use of cleaning agents that could damage or discolor the carpets.

•The carpets should then be washed with an appropriate carpet washing machine. When carpets are washed, dirty marks or stains should be removed after which the carpet should be thoroughly vacuumed. It should be ensuredat all times that the carpets do not become excessively wet. All water shouldbe removed until the carpets are damp only. Occupants should be requestednot to walk on the damp carpets, if possible.

2.2.12. Outdoors concrete surfacesand paving (marble, ceramics, terrace, tiles etc., excluding those in toilets)

•Balconies, passages, footways and water canals should be swept with appropriate brooms and dirty spots removed – Daily.

•Pick up / remove all rubbish on paving – Daily.

•Sweep paving with a hard broom – Daily.

•Walkways should be washed and scrubbed with soap and water – Weekly

2.2.13. Parking areas, garages and loading zones

•Clear all conspicuous rubbish – Daily.

•Remove oil, petrol and brake fluid stains with an appropriate approved cleaning agent - Weekly.

•Sweep parking areas – Weekly.

2.2.14. Rubbish removal

•Empty all waste bins in office, kitchen, bathrooms and general areas – Daily.

•All rubbish bins should be washed with an approved disinfectant.

•Sufficient rubbish bags need to be provided daily to put into the bins in the kitchens, bathrooms or where necessary.

•All rubbish bags will be removed from the containers with the rubbish bags intact and a new rubbish bag inserted daily.

•Empty and wash all large bins outside conference rooms – Three times a day.

•The contents of waste bins and other office rubbish should be removed neatly in bags and deposited to the collecting points of rubbish bins provided for thispurpose.

•Rubbish bags may not be dragged across floors or carpet tiles.

•The contractor will be responsible for sorting waste paper for rendering to waste paper dealers– Daily.

•Leaves, paper and other debris falling on or blowing onto the premises should be collected and placed in plastic bags to be provided by the contractor, and put in an appropriate place on the premises.

2.2.15. Kitchens

•All kitchen utensils and appliances to be cleaned –Three times a day.

•Kitchen floors to be washed –Three times a day.

•Counter tops and tablesto be washed –Three times a day.

•Cupboards to be cleaned and washed inside once a week.

2.2.16. Bathrooms

•Bathroom floors to be washed –Three times a day.

•Counter tops to be washed –Three times a day.

•Toilet pans, covers, urinals, basins, towel rails and taps are to be cleaned with approved disinfectant – Three times a day.

•An approved chemical agent should be used to clean toilet pans, basins and urinals – Once a week.

•All mirrors should be cleaned and polished – Daily.

•Glazed and enamel surfaces should be washed with an approved chemical agent. No abrasives or scouring materials may be used.

•Toilet paper is to be replenished regularly during the day.

2.2.17. Book stacks, collections and storerooms

•Book stack rooms should be cleaned every three months,which will include dusting of all shelves and books and mopping of the floor.

2.2.18. Computers and telephones

•Cleaning of telephone equipment is allowed using a sanitising agent.

  • Computer equipment is to be cleaned using approved cleaning agent.

2.2.19 Framed photos and artwork, flower pots, exhibition cases and brass items

•Should be cleaned –Once a week.

2.2.20. Cleaning time

•The servicing times will occur daily during normal office hours (07H00 – 16H00)

except where changes are specifically requested by NLSA.

2.2.21. Gardening Services

  • The service provider shall make available at-least one person to perform gardening services at the Campus.
  • The Gardner shall clean the yard, prune the plants, remove debris and other excesses, remove weeds etc.
  • Shall perform all gardening related services.
  • The Service Provider shall supply and make available all gardening services tools and equipment suitable to render the required services.
  1. TIME-FRAME

It is expected that the project would commence as soon as the service provider is appointed. The project will run for three (3)years.

  1. ESTIMATED QUANTITIES

The price for the work to be done is based on the Estimated Quantities as defined below:

1

1 April 2018 to 31 March 2019

ITEM / DESCRIPTION / NO. STAFF / MONTHS / MONTHLY PRICE IN RANDS / TOTAL PER YEAR
1. / 07h00 to 16h00
  • Supervisor (Monday to Friday)
/ 1
2. / 07h00 to 16h00
  • Cleaners (Monday to Friday) (Including the Gardner(s)
/ 9
3. / Cleaningmaterialper month, including gardening services
4. / Deepcleaning of carpets / Twice a year
5. / Deepcleaning of toilets / Twice a year
6. / Fumigation / Twice a year
6. / Other
  • Supply toilet paper and tidy inter folds when required
  • Continually refill soap dispensers and air fresheners in the toilets and Photographic as indicated below
  • Weekly removal of SHE bins
National Library:10 Soap Dispensers, 8 Tidy Inter fold holders and 9 air fresheners
Centre for the Book: 7 Soap dispensers, 7 Tidy Inter fold holders and 7 air fresheners
TOTAL PROJECT COST
ADD 14% VAT
TOTAL PROJECT COST INCLUDING VAT

1 April 2019 to 30 March 2020

ITEM / DESCRIPTION / NO. STAFF / MONTHS / MONTHLY PRICE IN RANDS / TOTAL PER YEAR
1. / 07h00 to 16h00
  • Supervisor (Monday to Friday)
/ 1
2. / 07h00 to 16h00
  • Cleaners (Monday to Friday)
  • (Including the Gardner(s))
/ 9
3. / Cleaningmaterialper month
Including gardening services
4. / Deepcleaning of carpets / Twice a year
5. / Deepcleaning of toilets / Twice a year
6 / Fumigation / Twice a year
6. / Other
  • Supply toilet paper and tidy inter folds when required
  • Continually refill soap dispensers and air fresheners in the toilets and Photographic as indicated below
  • Weekly removal of SHE bins
National Library:10 Soap Dispensers, 8 Tidy Inter fold holders and 9 air fresheners
Centre for the Book: 7 Soap dispensers, 7 Tidy Inter fold holders and 7 air fresheners
TOTAL PROJECT COST
ADD 14% VAT
TOTAL PROJECT COST INCLUDING VAT

1 April2020 to 31 March 2021

ITEM / DESCRIPTION / NO. STAFF / MONTHS / MONTHLY PRICE IN RANDS / TOTAL PER YEAR
1. / 07h00 to 16h00
  • Supervisor (Monday to Friday)
/ 1
2. / 07h00 to 16h00
  • Cleaners (Monday to Friday) (Including the Gardner(s))
/ 9
3. / Cleaningmaterialper month, including gardening services
4. / Deepcleaning of carpets / Twice a year
5. / Deepcleaning of toilets / Twice a year
6. / Fumigation / Twice a year
7. / Other
  • Supply toilet paper and tidy inter folds when required
  • Continually refill soap dispensers and air fresheners in the toilets and Photographic as indicated below
  • Weekly removal of SHE bins
National Library:10 Soap Dispensers, 8 Tidy Inter fold holders and 9 air fresheners
Centre for the Book: 7 Soap dispensers, 7 Tidy Inter fold holders and 7 air fresheners
TOTAL PROJECT COST
ADD 14% VAT
TOTAL PROJECT COST INCLUDING VAT

1

EVALUATION CRITERIA

Format of bids

The attached bid documents must be completed and each page initialled by bidders' authorised representatives and witnesses. All the compulsory documents as listed below must be provided.

NB: Failure to submit the documents listed on requirements shall result in the disqualification of your bid. All bidders who have state employees as shareholders and or directors in their companies must submit with the bids the permission to conduct remunerative work outside the public service as contemplated in Section 30 of the Public Service Act.

Pre-qualification of Bids(Stage 01)

The following mandatory requirements must be met to qualify for this tender:

  • Attendance of the compulsory briefing session
  • Valid Certified Broad-Based Black Economic Empowerment Certificate
  • Certified copy of UIF Certificate / Letter of Good Standing
  • Copy of membership to a cleaning board eg. NCCA
  • Certified ID copies of the shareholders
  • CSD registration summary report
  • Compensation for Occupational Injuries and Diseases Act (COIDA) CertificateOne (1) original and four (4) copies of the tender document
  • Company profile with a contactable and traceable references list where similar projects have been successfully completed

NB: Failure to submit the documents listed above shall result in the disqualification of your bid.

In Stage 02, all bids which qualify in Stage 01 will be evaluated for functionality. The bid documents will be evaluated individually on score sheets by representatives of the Bid Evaluation Committee according to the evaluation criteria indicated below. TheEvaluation Committee will allocate points out of 100 for functionality according to the criteria set out below. Bidders who fail to score 70points for functionality will be considered as having submitted a non-responsive bid and will not be considered for further evaluation.

Proposals will be evaluated on a scale of 1 – 5 in accordance with the criteria below. The rating will be as follows:

1 = Very Poor

2 = Average

3 = Good

4 = Very Good

5 = Excellent

Bidders are expected to furnish detailed information in substantiation of compliance to the evaluation criteria mentioned above.

Evaluation Criteria

Stage 02: Functionality Evaluation

The Following Functionality Criteria will be used:

Any bidder who fails to score 70 out of 100 will not be evaluated in Stage 03 (80/20).

Evaluation Criteria / Application / Weights
1= Poor; 2= Average; 3= Good; 4 =Very Good; 5 Excellent
Proposal including Project Plan/ Methodology / The bidder must provide NLSA with the project implementation and rollout plan for cleaning services including:
  • Comprehensive list of cleaning equipment, chemicals and other consumables (cleaning materials, uniforms and hand soap as per specification)
  • Safety plan as per OHS Act No. 85 of 1993
  • Detailed roll-out/implementation plan
/ 40
Track Record and Experience
The Bidder shall provide adequate information regarding the number of years the company has been in operation
Company experience
1 year in operation= 1 point
2 years in operation= 2 points
3 years in operation= 3 points / 40
4 years in operation= 4 points
5 or more years in operation= 5 points
Staff experience
CVs of the cleaningstaff
1 - 2 years cleaning working experience = 2 points
3 - 4 years cleaning working experience= 3 points
5 and above cleaning working experience= 5 points
CVof the cleaning Supervisor
1 - 2 years cleaning working experience = 2 points
3 - 4 years cleaning working experience= 3 points
5 and above cleaning working experience= 5 points
References
1 to 2 contactable references letters= 2 points
3 to 4 contactable references letters= 3 points
5and above contactable references letters = 4 points
Attach proof – including company name, contact person and contact details (telephone number and e-mail address)
TOTAL / 70

All bidders who score 70% or more (before site visits) will be shortlisted for site visits.

Evaluation
Criteria / Description / Weights
Site Visit / Confirmation of physical address, offices, storage area for cleaning equipment and supplies. / 20
Total / 20

All Bidders who score LESS than (80 out of 100) on functionality including site visits will not be considered for further evaluation on Price and BEE.

PRICE and BEE POINTS

The 80/20 scoring will be used as the criteria for appointment. The criteria are in terms of the Preferential Procurement Policy Framework where would be allocated as follows:

  • PRICING: 80 points
  • B-BBEE: 20 points

B-BBEEStatus

B-BBEE Status Level Of Contributor / Number of Points
1 / 20
2 / 18
3 / 14
4 / 12
5 / 8
6 / 6
7 / 4
8 / 2
Non-compliant contributor / 0

BASIS OF BIDS

Specify standard government rates and discounted rates and stipulate the type of concessions that can be provided on all required services. Documentary proof with regards to rates, discounts and concessions must form part of the tender and NLSA will pay an agreed fee for the services rendered.

Other Conditions

All prices quoted must be VAT inclusive.

NLSA reserves the right not to award the bid should it deem fit to do so.

Service providers who have score 70 points and above on functionality evaluations stage may be called for presentations.

NLSA will not make upfront payments. The successful bidder will be paid within 30 days after submitting their invoice and statement.

The detailed quotation must be valid for 90 days.

The successful bidder shall provide the service required based on the set timelines and as per schedule to be provided by NLSA.

Upon award of the bid, the successful bidder shall enter into an agreement with the NLSA and the said agreement shall be in the format prescribed by the NLSA.

NLSA shall conduct security screening of bidders in compliance with section 2A of the National Strategic Intelligence Act, Act No. 67 of 2002. This security screening shall be done through an independent body/organisation.