Subject / Specifications
Project Name / Johannesburg International Mail Centre Cleaning Services
Reference / RFQ No: 954/ Johannesburg International Mail Centre Cleaning Services
The information contained within this submission is considered proprietary and confidential. No inappropriate and/or unauthorised disclosure of this submission is allowed.
© 2015 South African Post Office
Table of Contents
- BACKGROUND 3
- OBJECTIVE OF BID 3
- SCOPE OF WORK 3
- GATE KEEPING CRITERIA 11
- CONDITIONS TO BID 12
- EVALUATION CRITERIA 12
- APPROVAL 13
RFQ No: 954.S/ JIMC Cleaning Services /17/18 / 1 / © Copyright Reserved 2016
/ South African Post Office
1. Background
The SAPO Limited requires a bidder/s to provide Cleaning Services at various SAPO owned and leased buildings, such as offices, warehouses, mail centres nationally.
2. Objectives of Bid
To appoint service provider/s to render Cleaning Services at Johannesburg International Mail Centre (JIMC) for a period of three (3) months.
3. Scope of work
1. GENERIC SPECIFICATIONS (GENERAL SCOPE OF WORK) FOR CLEANING SERVICES
Province / GautengSAPO Region name / Wits Region
Town / City / Ekurhuleni
Location / suburb / Jetpark
Name and physical address of building / JIMC,Super C Gate, Jones Road, Jetpark, Ekurhuleni, Gauteng
Total property size / 11130 m²
Brief property description (type and number of buildings, and their use) / - Administration section
- Counters
- Operational area
- Toilets and outside yard
- Registered Letter Cages & Concourse
- Parcels section
- Canteen, ablutions & locker rooms
1.1 The scope of work for provision of Cleaning Services, is as follows:
1.1.1 Stores / Warehouses1.1.2 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 The bidding companies must take note of the company`s waste management policy
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 / Clean - brush wash and sanitise bowls, basins and urinals and disinfect toilets twice a day and complete register
1.1.6.2 / Replenish consumables
1.1.6.3 / Wipe doors, walls and partitions
1.1.6.4 / Remove mineral deposits from gullies and drains
1.1.6.5 / Empty and clean all waste receptacles
1.1.6.6 / Clean, brush wash and sanitise bowls, basins and urinals
1.1.6.7 / Clean all mirrors
1.1.6.8 / Clean floors according to requirements of surface type
1.1.6.9 / Clean cabinets and sanitary buckets
1.1.6.10 / Replenish toilet sanitizers, toilet paper etc., as required
1.1.6.11 / Clean showers if applicable
1.1.6.12 / 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 bay area 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 / Description1.3.1 / 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 / Description1.4.1 / Replenish toilet paper (48 rolls per pack– 350 sheets per roll 2-ply - SABS approved) :
- 30 packs per month
1.4.2 / Disinfectant liquid and brushes for cleaning toilet bowls and urinals
No / Description
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
1. SPECIAL REQUIREMENTS
SERVICES REQUIRED
Sweep operational floors with mop sweeper to prevent airborne dust. / DailyWash operational floor in phases by using a floor scrubbing machine / Daily
Damp mop floors using disinfectant units / Twice a week
Burnish vinyl floors with high speed burnisher / Monthly
Strip and seal vinyl floors / Bi-annual
Vacuum carpets thoroughly / Weekly
Spot clean marks on carpets / When required
Empty and disinfect wastepaper baskets, ashtrays and receptacles
and dispose of in an appropriate manner / Daily
Damp wipe / dust all applicable desks, window ledges and skirting / Weekly
Dust and disinfect telephones and computers / Weekly
Clean applicable furniture and directory boards / Weekly
Polish desks / Monthly
Polish all bright metal fittings / Monthly
Remove finger marks from light switches / Weekly
High level dusting / Monthly
Damp wipe doors and frames / Weekly
Dust ceilings and light fittings of offices / Monthly
Clean internal faces of windows / Quarterly
Clean in front of entrance doors / Daily
TOILETS, BATHROOMS, SHOWERS, SLUICES AND KITCHENETTES.
Sweep floor with hard broom / Daily
Damp mop floors using disinfectant units / Daily
Burnish floors with high speed burnisher / Monthly
Strip and seal floors / Monthly
Clean mirrors and skirting / Daily
Clean and disinfect permanent furniture and fittings / Daily
Damp wipe doors and door-frames / Daily
Dust ceilings and light fittings / Daily
Check frequently during the course of the day and repeat cleaning / Daily
Replace paper towels, toilet paper and hand soap / 3 x Daily
Remove all paper and refuse to agreed disposal area / Daily
STAIRS, LIFTS AND FIRE ESCAPES
Clean all landings, treads and risers / Daily
Dust and degrease handrails and balustrades / Daily
Fire escapes- sweep / Weekly
Fire escapes- scrub / Monthly
LIFTS
Sweep and damp mop floors / Continuously
Clean all panels and mirrors / Daily
Polish all bright metal finishes / Daily
Control panel to be degreased / Daily
Clean door runners / Daily
Spot clean finger marks from doors / Daily
PARKING AREAS AND DRIVEWAYS AROUND BUILDING
Sweep driveways and parking areas / Daily
PARKING AREAS AND DRIVEWAYS AROUND BUILDING
Picking up of paper and other debris / Daily
Drains and gutter to be cleaned / Daily
Refuse bins to be emptied / Daily
PARKING AREAS AND DRIVEWAYS AROUND BUILDING
Scrubbing of designated areas / Daily
Main entrance to buildings to be cleaned / Daily
Clean waste disposal area / Daily
OPEN ROOF STRUCTURE; CATWALK; ABOVE OFFICE CEILINGS AND AIR CONDITIONING EQUIPMENT IN ROOF
Carcasses of dead birds / rodents etc to be removed and discarded in appropriate manner / Daily
Any visible bird’s nests to be removed / As required
EXTERIOR WALLS, SECTIONAL DOORS AND DOCK LEVELLERS
Wash exhaust strains etc. from walls using high pressure / As required
WORK AREAS FLOOR
To be swept, rubber bands to be collected and handed to shift manager / Daily
To be machine scrubbed / Weekly
PAPER AND CARD BOARD
Paper to be put into roll tainer supplied by SAPO and sent to SCM. Cardboard boxes to be flattened and put into roll tainer supplied by SAPO / Daily
Clean sectional doors inside and outside faces
Clean portion of dock leveller that protrudes to exterior of building and remove litter from underneath dock leveller. Safety stand to be supplied by mail centre / Monthly
PLANT ROOMS
General cleaning when required by maintenance manager / Monthly
GENERAL
Clean up accidental spillages etc. / As required
Remove oil from paving / Monthly
Clean dust and dirt from air conditioning ducting vents at on an ongoing basis / 6 Monthly
Clean dust from high bay lamp diffusers at on an ongoing basis / Annual
Clean dust from all high level sprinkler pipes at on an ongoing basis / Annual
Service provider to supply and replenish all consumables i.e. / Daily
Toilet rolls / Daily
Toilet roll holders and dispensers / once off
VINYL (Office and Ablutions)
Sweep with chemical impregnated mop/suitable broom / 6 monthly
4. Gate Keeping Requirements
4.1 Attendance of briefing session and site inspection is compulsory
4.2 Bidder to submit signed reference letter(s) from different clients on letterheads confirming that the bidder had done cleaning in any one (1) or more of the following: at stores/warehouse, offices, boardrooms (conference and meeting rooms), passages, kitchens, lifts, foyers, receptions, lounges, security areas, toilets, parking areas, walkways, staircases, balconies, patios, emergency stairs, wash bays (where applicable), bin areas, windows and class surfaces.
4.3 The signed reference letters must show how long the bidder worked at the client site(s)
4.4 The bidder’s total experience must be at least a minimum of one (1) year.
Note: all reference letters to be on an official company letterhead of the client.
4.5 Bidders must submit a completed Pricing Schedule (Annexure ‘F’).
5. Bid Conditions
5.1 Valid Tax Clearance Certificate and BBBEE certificate of the bidding company. The Tax Clearance Certificate must be valid upon closing of the bid and maintained throughout the duration of the contract.
5.2 The bidder must submit proof registration number with National Treasurer (CSD).
6. Evaluation Criteria
The evaluation of the bidders will be done as follows:
6.1 Capability of bidders to provide the service
6.2 Price = 80
6.3 BBBEE = 20
Bidders scoring 70% and above on functionality will be further evaluated in phase 2
Criteria / Weight / Sub-criteriaFUCTIONALITY
Company Experience
Bidders experience’s in at least 1 year in the successful execution of cleaning activities, as per specification.
Number of years’ company experience in the industry / 100
50/100 / Number of years
>2 years = 5
1-2 years = 3.5
Bidder to submit a minimum of three (3) or more signed referral letter(s) from different clients on letterheads confirming that the bidder had done the cleaning services at stores/warehouse, offices, boardrooms (conference and meeting rooms), passages, kitchens, lifts, foyers, receptions, lounges, security areas, toilets, parking areas, walkways, staircases, balconies, patios, emergency stairs, wash bays (where applicable), bin areas, windows and class surfaces and general (where applicable) within the last 12 months. / 50/100 / Number of reference letters
>3 reference letters = 5
≤ 3 reference letters = 3.5
6. Approval
Recommended By: