1 introduction and BACKGROUND
PRASA wishes through this contract to secure timely, consistent and cost effective high quality standard of the above-mentioned services from the contractor.
It is PRASA’s general objective that the contractor maintains cleanliness and improvement of general conditions and appearance of all facilities (internal and external) within the building in a suitable manner, at affordable maintenance while ensuring compliance to general Occupational Health and Safety Applicable Legislation
2 The scope of work
CLEANING MAINTENANCE SPECIFICATION FOR UMJANTSHI HOUSE
1. DEFINITIONS AND INTERPRETATIONS
PRASA – Passenger Rail Agency of South Africa
PRASA CRES- Passenger Rail Agency of South Africa-Corporate Real Estate Agent
BEE STATUS LEVEL OF CONTRIBUTOR- Black Economic Empowerment as define in the BEE ACT
BBBEE- status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of the Broad Based Black Economic Empowerment
BIDDER-a person or a company with a written offer in a prescribed or stipulated form in response to an invitation by an organization for the provision of services, works or goods through price quotations, advertise competitive bidding processes.
SUB-CONTRACT- primary contractor’s assigning, leasing, making out to, or employing another person to support such primary contractor in the execution of part of a project.
CONTRACT- Legal agreement with terms and conditions
SLA-Service level Agreement
SECTION - A
2. RENDERING OF HIGH QUALITY CLEANING SERVICES FOR UMJANTSHI HOUSE FOR A PERIOD OF 36 MONTHS.
3. THE PRIMARY OBJECTIVE OF THIS CONTRACT IS TO:
· Procure the service of a cleaning contractor who will be fully responsible for cleanliness, of Umjantshi House.
· To contract for cost effective and effective, professional high quality services.
· Ensure provision of safe cleaning methods that consider employees and visitors flow inside and outside the building.
· To ensure that, internally, offices, passages, kitchens, shared facilities(viz; Boardrooms, Gym, dining areas and other meeting areas), ablutions, Lifts, Lifts foyers and Catwalks are free of dirt and debris at all times
· To ensure that, externally, parking areas, access gates, reception, assembly point, garden, basements and surround parameters are free of dirt and debris at all times
3.1. Ensure that the entire specified Areas/Facilities reflects image of PRASA. The Areas includes:
· Boardrooms
· Ablution Facilities
· Offices
· Meeting Rooms
· Waiting/Pause Areas
· Basement
· Entrance/Reception
· Kitchens
· Lift (passenger, goods, executive)
· Parking/ open and covered
· Auditorium
· Training Rooms
· Walkways and Building surroundings
· Stairs
· Garden
· Refuse Area
The below table indicates the floor area of various focus areas to be cleaned in the contract:
TABLE 1.
Umjantshi House Focus AreasInternal
Description / Area per floor (m2) / Total Area in the Building (m2) / Frequency
Tiled Surfaces including Goods lifts / 120 / 2160 / Daily
Carpet Surfaces / 1315 / 21040 / Daily
Basement Parking / 3900 / 7800 / Daily
Courtyard/Atruim 1 / 127 / 127 / Daily
Courtyard/Atruim 2 / 78 / 78 / Daily
Courtyard/Atruim 3 / 35 / 35 / Daily
Courtyard/Atruim 4 / 25 / 25 / Daily
Total Building Area / 5600 / 31265
TABLE 2.
Description / Total Area in the Yard (m2) / Frequency
External
Paved Surfaces(Including Parking area) / 9832 / Daily
Total Yard Area / 9832
4. SAFETY AND HOUSE KEEPING
· 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 the regulations.
· Regular and routine or ad-hoc inspections of compliance with safety and housekeeping will be undertaken and necessary corrective actions immediately implemented.
· The contractor shall submit a Health & Safety Plan, which will include Risk Assessment with proposed work method and request for approval for site access. Only when approval is granted shall the contractor occupy operating space for the duration of the contract.
5. CONTRACTOR’S OBLIGATIONS
· The CONTRACTOR hereby agrees and warrants that she/he shall carry out in an efficient, expert and responsible way his/her duties and obligations of rendering services to PRASA CRES in terms of the agreement
· For the purpose of rendering the service in terms of this agreement, the contractor shall use equipment, which is in good working condition that will not damage the areas.
· The Project Manager who has the power to audit and request documentation of any equipment used by the Contractor.
· The Contractor is bound to investigate and attend to any complaints received in respect of service rendered and shall respond to such complaints within 24hrs after receiving such complaint.
5.1 Reports
The CONTRACTOR is to ensure that proper records of equipment, consumables, toilet paper consumption; inspection lists and staff attendance registers are maintained. These records must in the Building/supplier dedicated office and made available on request
The CONTRACTOR is to produce monthly reports indicating the daily resource deployment for the month, adhoc costs, and costs depicting the monthly contract fee, consumable allocation per facility with costing, walk-about findings, non-conformances and all actions taken.
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.
Control Documents: Control documents will be placed at the Area offices 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.
The contractor shall also provide the Area Office with documentation indicating the daily activities, i.e. starting, tea, lunch and finishing time, of the cleaning staff.
Checking or inspection schedules to be signed and placed at the cleaners room at all times.
6. PRASA CRES Shall:
· Conduct business in a courteous and professional manner with Service Provider.
· Not accept responsibility of accounts/expenses incurred by the Service Provider that was not agreed upon by the contracting parties.
· Not accept responsibility/liability of any damages suffered by the Service Provider or personnel for the duration of the project.
· PRASA CRES and Service Provider will enter into a Service Level Agreement upon appointment of the suitable Service Provider. This specification will also form part of the SLA.
SECTION - B
7. STAFF REQUIREMENTS
Area/Building Manager = 1
Cleaners = 24
Supervisor = 1
Basement 1 passage and car parking = 1 cleaner (male)
Basement 2, passage and car parking = 1 cleaner (male)
15th Floor/ training centre / executive dining area = 1 Cleaner
14th Floor/ offices / bathrooms = 1 Cleaner
13th Floor/ offices /bathrooms = 1 Cleaner
12th Floor/ offices/bathrooms = 1 Cleaner
11th Floor/ offices/bathrooms = 1 Cleaner
10th Floor/ offices /bathrooms = 1 Cleaner
9th Floor/ offices / bathrooms = 1 Cleaner
8thth Floor/ offices / bathrooms = 1 Cleaner
7thth Floor/ offices /bathrooms = 1 Cleaner
6th Floor/ offices /bathrooms = 1 Cleaner
5th Floor/ offices / bathrooms = 1 Cleaner
4h Floor/ offices / bathrooms = 1 Cleaner
3rd Floor/ offices / bathrooms= 1 Cleaner
2nd Floor/ offices / bathrooms = 1 Cleaner
1st Floor/ offices / bathrooms = 1 Cleaner
G Floor/ offices / reception area /bathrooms = 1 Cleaner
Gym (female and male) = 2 Cleaners
External – front and back of building (including guard house) = 2 Cleaners (male)
Light wells/Atriums and Refuse area = 1 Cleaner
TEA LADIES = 2
2 for all Boardroom meetings and kitchens (entire building)
Tea ladies – assist with arrangement of teas and coffees for meetings and cleaning of meeting rooms. Cutlery and crockery to be washed immediately after meetings and wherever required.
Total stuff Complement = 28
SECTION - C
SCHEDULE OF EXPECTED LEVEL OF SERVICESUB SECTION 1 - CLEANING
Floor Maintenance:
a) Resilient Floors / Sweep or damp mop / Daily
b) Stone Floors(Ceramic Tiles, Porcelain Tiles, etc) / Sweep / Daily
Damp mop / Daily
Machine Buff / 2x Monthly
Machine Scrub / 1x Monthly
c) Rugs and Carpeting / Vacuum clean thoroughly:
Ø Heavy traffic areas / Daily
Ø Medium traffic areas / Alt. Days
Ø Light traffic areas / Twice weekly
Dusting:
· Dust all horizontal surfaces (low level) / 2 x Weekly
· Dust all high ledges and fittings* / 2 x Weekly
· Dust all vertical surfaces (walls, cabinets, to a height of 2.5 metres. / 2 x Weekly
· Dust all window ledges (high and low) / 2 x Weekly
Waste Disposal:
· Empty and clean all waste receptacles / 3 x Daily
· Remove all waste to specified areas / 3 x Daily
Walls and Paintwork:
· Spot clean all low surfaces, i.e. glass, walls, doors, light switches and blinds. / 1 x Weekly
Glass and Metal Work:
· Spot clean glass doors / 3 x Daily
· Clean and polish all bright metal fittings. / 2 x Weekly
· Clean all aluminium door frames / 2 x Weekly
Entrances and Receptions:
· Sweep entrance steps / 3 x Daily
· Spot clean the entrance sliding door and frames / 3 x Daily
· Clean doormats / 2 x Daily
· Staircase / 1 x Weekly
All Toilets and Ablutions:
· Maintain floor according to type / 3 x Daily
· Damp mop floor with disinfectant / 3 x Daily
· Empty and clean all waste receptacles / 3 x Daily
· Clean and sanitize all bowls, basins, urinals, showers and baths (where applicable) / 1 x Daily
· Clean all mirrors / 3 x Daily
· Clean all metal fittings / 1 x Daily
· Spot clean walls, doors and partitions and lockers, where applicable) / 1 x Daily
· Replenish consumables, i.e. toilet paper, soap and towel cabinets / Continuously
Lifts:
· Completely clean interior of all lifts including indicator boards. / 3 x Daily
· Clean lift door tracks / 1 x Weekly
All Staircases:
· Dust handrails and fittings / 1 x Daily
· Maintain landings, treads and risers according to finish. / 1 x Daily
· Clean fire escapes stairs. / 1 x Daily
Blinds:
· Dust / 1 x Daily
· Clean and disinfect all telephones / 1 x Daily
· Clean and disinfect computer (must be switched off) / 1 x Daily
Walkways and Building Surrounds:
· Pick up litter and remove to agreed area / 1 x Daily
· Pick up litter on the Cat walk / 1 x Daily
· Sweep / 2 x Weekly
Window Cleaning
· Clean partition glass (spot clean) / Daily
· Clean interior faces of all accessible windows / Monthly
· Sweep / Weekly
Open/Covered Parking:
· Pick up litter and remove to agreed area
· Sweep / Daily
Daily
Compactor / Refuse Area
· Maintain refuse area in a clean and hygienic condition. / Continuously
Miscellaneous
Open and Closed Office Areas including Meeting, Board Rooms, Interview, Training Rooms and Executive Board Rooms
· Polish desks and office furniture / Fortnightly
· Wash vinyl covered furniture / Monthly
· Vacuum free standing cloth partitions. / Quarterly
· Wall paper finish spot clean / Weekly
· Dry powder extraction cleaning or steam cleaning of carpets / Twice annually
Dining rooms/seating areas
· Maintain floor according to type / 1 x Daily
· Dust all vertical and horizontal surfaces to a height of 2,5m / 1 x Daily
· Damp wipe furniture / 1 x Daily
· Empty and clean waste receptacles / 2 x per day
· Damp mop spills / 1 x Daily
Pavement
· Daily cleaning, sweeping of pavement / 2 x Daily
· Cleaning inside and outside the yard / 2 x Daily
8. DEEP CLEANING SERVICE
The contractor shall provide a programme for deep cleaning outside of operational hours. Where possible deep cleaning will be allowed within operational hours.
DEEP CLEANING OF BATHROOMS AND KITCHENS (QUARTERLY)
TABLE 3.
Description / Quantity / Frequency
Urinals / 67 / Quarterly
Basins / 181 / Quarterly
Toilet / 181 / Quarterly
Shower / 14 / Quarterly
Kitchen sinks / 22 / Quarterly
DEEP CLEANING OF CARPETS, TILES AND OTHER FLOOR SURFACES (QUARTERLY)
TABLE 4.
Description / Quantity / FrequencyTiled Surfaces including Goods lifts & / 2160 / Quarterly
Carpet Surfaces / 21040 / Quarterly
Basement floors incl. parking / 7800 / Quarterly
Description of Consumable Products
TABLE 5. / Quantity / Frequency
Toilet Paper 1 PLY / 50 bales / Monthly
Toilet Paper 2 Ply (for executives) / 2 bales / Once quarterly
SECTION - D
OTHER REQUIREMENTS
9. CLEANING PERSONNEL
· A great attention shall be given to good presentation and appearance of the cleaning personnel.
· Cleaning personnel shall be dressed in clean appropriate uniform showing Company’s badge, PRASA LOGO and their name identification and shall be wearing appropriate PPE during the implementation of cleaning services. NB: Specification of the uniform shall be approved by PRASA.
· All cleaning personnel shall display standardized access cards with their pictures and names on during operating hours.
· Every shift, the contractor shall provide adequate number of cleaning personnel as per agreement.
· All areas / services not limited to facilities not mentioned in Scope of Work.
· The contractor shall implement a daily supervision schedule of all facilities under the contract. Hourly (every hour) inspections of the all ablution facilities for durations of operating times and signed inspection sheet located in the facilities
· Every shift shall have a working competent supervisor appointed by the service provider
· A daily personnel register on duty must be signed off by the supervisor and the client’s representative. The register must be submitted to the employer.
· The immediate check of the supervisor shall be to ensure that each ablution facility has toilet paper and other sanitary material, continuously for the duration of the contract. And that shall be reflected in the inspection report.