UMTATA MAIL C ENTRE 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 / 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 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.
1.3 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 / Supply of toilet paper:
Service Provider to supply toilet paper for daily use to all toilets which must comply with SABS. (One-ply non-scented toilet paper packs with 48-each rolls each, 350 sheets per roll.)
· Vulindlela Mail Center 3 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
RFP UMTATA MAIL CENTRE CLEANING SERVICES (EASTERN CAPE REGION)
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Cleaning detailed specification
1. Vulindlela Mail Centre Building
Province / Eastern CapeSAPO Region name / Eastern Cape
Town / City / Umthatha
Location / suburb / Vulindlela Heights
Name and physical address of building / Factory 011
Vulindlela Heights
Umtata
5099
Brief property description (type and number of buildings, and their use) / Single storey Building Mail Centre operates 18-hour per day.
Total property size / 2595 m²
Contact Details of site manager / supervisor / · Reception: 041508 4000
· Direct line: 041508 4000
Stair cases
Service / Service FrequencyMop 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 FrequencyWash 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 FrequencyMop 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 FrequencyMop 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 FrequencyEmpty 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.
walkway stairs.
Service / Service FrequencySweep 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
NB: Strip and Seal to be done when as and when it is required. A separate quotation will be required.
EVALUATION CRITERIA
1. The bid evaluation is undertaken in three (3) phases, namely:
No / EvaluationPhases / 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 / DescriptionBidders 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
KResource
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-criteriaPREFERENCE 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
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
Years / Year One / Year Two / Year 3 / Total Amount for Three years / Monthly Payment
Amount Excluding VAT / R / R / R / R / R
Amount Including VAT / R / R / R / R / R
Recommended By: / Approved By:
Sagren Moodley / Bongani Mgoza
SENIOR MANAGER: PROPERTIES / GENERAL MANAGER: PROPERTIES
Date / Date
PRICING SCHEDULE
RFP UMTATA MAIL CENTRE CLEANING SERVICES (EASTERN CAPE REGION)
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