Tender specifications. INVITATION TO TENDER No EEAS-203-DELMWI-SER-FWC Cleaning and Related services

Transcription

1 EUROPEAN UNION DELEGATION OF THE EUROPEAN UNION TO THE REPUBLIC OF MALAWI Tender specifications INVITATION TO TENDER No EEAS-203-DELMWI-SER-FWC Cleaning and Related services 1. Introduction An advert regarding this contract was published on the website of the Malawi Delegation at the following address: 2. Background The current contract for cleaning services at the Delegation's offices ends on 31 March The Delegation is launching a call for tenders to ensure continuity of the service starting 1 April 2013 following signature of a framework service contract with the successful service provider. 3. Subject of the contract The Delegation of the European Union to the Republic of Malawi invites service providers established in Lilongwe who are specialised in cleaning and related services (i.e. employing cleaning staff with supervision, supply of products and equipment) having met the exclusion and selection criteria provided in the tender documents, to participate to this tender launched by the EU Delegation. 4. Place of performance Main location of services is the offices in Lilongwe : Delegation of the European Union to the Republic of Malawi, Petroda Building, Area 18 Roundabout, Corner of M1 and Presidential Way. Working hours of the Delegation: Monday to Thursday 07:30 to 16:45 Friday 07:30 to 13:00 Excluding public holidays Excluding 9 May, Europe Day In addition services may be required on an ad hoc basis at various houses occupied by European Diplomats, all within a vicinity of 15 kms from the office 1

2 5. Technical specifications and standards 5.1. Description of the premises The premises of the European Union Delegation to the Republic of Malawi, located at the address mentioned in #4, is subject of this contract. The office building housing the EUD is shared by other organizations, but it is secured in its own compound and has a single public entrance. The EUD office space is approximately 2,500 m² and it has roughly 60 rooms which are either used as offices, meeting rooms, machine rooms, archives and stores on two floors. In addition there is a lunch room and two kitchens. There are four toilet blocks (ladies and gents) on each floor apart from the open areas like hallways and light spaces. A detailed list of the present room distribution will be distributed during the viewing of the premises. A compulsory site visit of the premises is foreseen on Tuesday 3 January 2013 at 11:00 hrs. 5.2 s a. s to be executed daily: Period/Frequency of Execution 1. Cleaning and sweeping of all office rooms and areas. morning hours 2. Emptying waste baskets morning hours 3. Cleaning, sweeping and disinfection of the toilets and, washbasins. morning and continuous 4. Cleaning of kitchens and cafeteria. morning and afternoon 5. Cleaning and sweeping of staircases morning to early afternoon 6. Dusting and cleaning of all exposed surfaces such as desks, bookcases, tables, cabinets, lamps and pictures/frames morning to early afternoon 7. Placing toilet papers, paper towels, anti-bacterial soaps and refreshers in toilets and wash rooms continuous 8. Mopping of all Floors morning hours 9. Collecting and washing of crockery and cutlery from cafeteria, desks and meeting rooms. continuous 10 Removal of waste to the waste collection centre within the premises and occasionally outside the late afternoon premises. 11. Setting up meeting rooms including moving of chairs and tables; preparing and serving tea, coffee, several times a day. cookies, water, etc at meetings. 2

3 b. s to be executed weekly 1. Dusting and cleaning of technical appliances (computers, telephones, faxes, printers). 2. Disinfection of computer keyboards and telephone sets 3. Dusting all wood finished doors and cleaning the glass doors. Period/Frequency of Execution Once once twice 4 Vacuum clean floors and carpets Twice, morning hours c. s to be executed monthly: Period/Frequency of Execution 1. Deep cleaning of all chairs and sofas, with appropriate products. once 2. Dusting and Cleaning all internal doors and windows once 3. Removal of cobwebs on ceilings once 4 Clean all external windows (inside and outside) once d. s to be executed three monthly: 1. Clean ceiling lights once 2. Clean air conditioning outlets once 3 Clean window blinds once Period/Frequency of Execution 4. Applying polish to parquet floor area in the office using electrical floor buffing machine once e. s to be executed six monthly : Period/Frequency of Execution 1. Deep cleaning of carpets and parquet floor with appropriate equipment and products once 2. Deep cleaning of all chairs and sofas, with appropriate products including waxing to leather once sofas 3. Deep cleaning of the stores and archives space once 3

4 f. s to be executed on an ad hoc basis, when necessary Period/Frequency of Execution 1. Sweeping, dusting and cleaning of meeting rooms. 2. Terraces cleaning, office furniture removals, heavy boxes (old files) transportation from floors to archives, manipulation and assistance to staff with boxes in archives small fixing of the Delegation's equipment. 3. Cleaning main entrance reception exterior and interior area glass panes with high pressure washer, vacuum cleaning the supporting beams/ledges to upper level windows. 4. Annual archives cleaning including moving old files to loading point for disposal (incineration). 5. Carrying stationery, water and other items delivered to the EU to stores or relevant locations 6. Moving of furniture new and old including assembling and dis-assembling 7. House thorough cleaning before a new occupant moves in including all appliances and applying polish to parquet floor area using electrical floor buffing machine 8. Minor repair works to furniture and installations (per hour basis + materials + mark up in %). g. s to be executed by the coffee/tea girl Period/Frequency of Execution 1. Making sure that meeting rooms are clean at all times several times a day. 2. Setting up meeting rooms including moving of chairs and tables; preparing and serving tea, coffee, cookies, water, several times a day. etc at meetings. 2. Cleaning the Cafeteria several times a day. 3. Preparation of drinks/snacks for incoming visitors and when there are internal functions several times a day. 4. Accountable for china and cutlery and report if any are missing or broken Regularly 5. Work flexible hours to coincide with extended meetings several times a day. 6. Receive and distribute cleaning materials i.e liquid hand soap, paper towels, air freshener canisters etc 7 Report any absenteeism or any other information as necessary As necessary As necessary 5.3. Staff For the execution of the above mentioned tasks, the service provider will propose a team composed of qualified staff with at least one post of site supervisor. The proposal to be sent by the tenderer must include a comprehensive working plan 4

5 foreseen for the organization of the different posts (supervisor, cleaner); the system of rotation of this staff, the system proposed for the replacement of the staff in case of holidays, sickness or unexpected absence; the organization for the provision of supplies, consumables and material; the use of special machinery used for occasional tasks; the health and safety measures envisaged for the protection of the cleaning staff, the staff of the Delegation and of the premises for the manipulation of chemicals or machinery and their storage and, if applicable, the organization of the transport of the staff and materials to/from the premises of the Delegation. s can be performed only during opening hours of the Delegation mentioned in #4 above Posts Three different types of posts are foreseen for the execution of tasks: - Post 1) of supervisor - Post 2) of general cleaner - Post 3) of Coffee/Tea girl Post 1 Supervisor The contractor organizes the proper supervision of the execution of all other posts delivered by his staff to the European Union. This includes but is not limited to the coordination of the staff employed by the contractor to provide the Cleaning and Related services, control of the proper execution of all the tasks, control on correct use of materials, consumables, and equipment Post 2 General cleaning, daily, weekly, monthly, three monthly, six monthly, Ad hoc tasks (see tasks #5.2a) (see tasks #5.2b) (see tasks #5.2c) (see tasks #5.2d) (see tasks #5.2e) (see tasks #5.2f) Post 3 coffee/tea girl (see tasks #5.2g) The service provider will propose in the offer the number of the staff necessary per post for the execution of the tasks taking into account its own organization (man/hour per post per day, or other reference where a same person can execute tasks of different posts with the exception of the supervisor). The supervisor(s) employed by the service provider must ensure the proper execution of all tasks (5.4.1) coordinating the staff employed for the posts of cleaners and controlling its quality and the correct use of materials and consumables. 5

6 The cleaner(s) employed by the tenderer must ensure the execution of the tasks mentioned above (#5.4.2) The tenderer must present a detailed cleaning work schedule taking into consideration, the office hours of the Delegation; the schedule shall be such that works will finish 30 to 45 minutes before closing hours of the Delegation. It is up to the tenderer to propose the organization of the posts of cleaners and supervisors. It is part of the quality evaluation of the offers to analyze what kind of proposal and organization is best for guaranteeing both a quality service and a minimum disruption of activities of the officials of the Delegation Dress code Provided by the service provider for all staff (#5.3) at the beginning of the contract and at each anniversary of the contract (minimum quantities in brackets). Cleaning robes (5 per year if feminine cleaner) Shirts (5 per year if masculine cleaner) 2 pairs of Shoes for each cleaner Rubber boots, gloves, masks, deodorant, soap, bath towel to be included as consumables or material Identification: name tag with name, and ID photograph 5.5. Equipment and products Contractor provides all equipment and products necessary to execute the tasks (5.1), including but not limited to: Toilets: cleaning equipment, materials and products, including hand liquid wash soap, paper towels, and air freshener including their dispensers; sanitary bins, liners and disposal bags. Male and female condoms. Kitchen: cleaning equipment, materials and products, including soap, excluding tea, coffee, drinking water and similar consumables; Offices: cleaning equipment, materials and products; Common areas: cleaning equipment, materials and products; Machine(s) for polishing marble/ceramic/parquet flooring Professional vacuum cleaner(s) carpets, (preferably 1 vacuum cleaner should be portable). Further details regarding the equipment and products can be found in Annex 3 6. Presentation of tenders Tenders must be submitted in triplicate, using the tender forms attached, taking account of the following: a) Prices must be: denominated in euro ( ) or MWK and be firm during the entire duration of the contract; a list of the prices for services, equipment and products in the mandatory enclosed format, (price schedule form in Annex 2). b) The tender must indicate: 6

7 . A clear description of how the services will be organized and provided, and how continuity and quality will be ensured. For more details refer to 6.2 below. i) A general description of the organization of work, i.e. how the services will be provided, how supervision will be organized, how continuity of services will be ensured, (sick leave, annual leave, and so on), ii) A description of the method and tools put in place to ascertain continuous quality control and reporting to the EU. The price per post including all staff needed per post, equipment, material, products, etc. Price per post with a clear indication on how many staff members are required for each type of post including all material etc. there is no need to indicate the unit prices of the products. The brand names of the products to be used must be specified. These products become contractual for the duration of the contract and the EU Delegation will check that the products mentioned are used in quantity and quality indicated in the offer. The deadline for mobilization of the staff proposed in case of award of the contract. c) Tenders must be accompanied by: the technical specifications of the equipment proposed; the names and descriptions of the products proposed d) The tender must be signed and dated. e) The forms to be filled in by the tenderer may not be altered in any way. f) The procedure for submitting tenders is as follows: Submission of a tender implies that the tenderer: accepts all the terms and conditions governing the contract at Annex 1 to this specification; waives its own terms and conditions. Period of validity of the tender: three months from the deadline for the submission of tenders. Documents to be submitted: 6.1 Documents constituting the financial bid (to be placed in the financial bid envelope): i) The price schedule, duly completed; 6.2 Documents constituting the technical bid (to be placed in the technical bid envelope): 7

8 i) A general description of the organization of work, i.e. how the services will be provided, how supervision will be organized, how continuity of services will be ensured, (sick leave, annual leave, and so on), ii) A description of the method and tools put in place to ascertain continuous quality control and reporting to the EU. iii) The profile of the Site supervisor that will be assigned including information regarding the professional experience and fluency in English. iv) A technical description of the materials and equipment detailing the performance level of the equipment that the tenderer intends to use in order to meet the specifications. This description should be accompanied by any necessary graphic documentation (drawings, brochures, etc.); v) A technical description of the products detailing the performance level of the products that the tenderer intends to supply in order to meet the specifications. This description should be accompanied by any necessary graphic documentation (drawings, brochures, etc.); vi) A description of the approach concerning recruitment, benefits, measures for motivating the staff to be employed under the contract, training of Site supervisor and Cleaners. Incentives given to staff in recognition of good performance in any form i.e. bonuses, awards, pay scale, allowances, promotion, training, medical cover, HIV/Aids policy and any other initiative designed to motivate staff and encourage staff loyalty. vii) Where appropriate, a description of the specific organizational measures and methodology, etc. viii) Proof of similar type, calibre & size of contracts, from at least 5 named clients to whom the tenderer has provided services over the last 3 years (2009, 2010 & 2011), three of which should be contracts with diplomatic missions and international organizations, supported by copies of contracts and/or references/testimonials from the clients If any of the documents listed in points 6.1 and 6.2 and on the Checklist to tender are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 148(3), of the implementing rules of the Financial Regulation applicable to the general budget of the European Union; 7. AWARD CRITERIA AND NON COMPLIANCE OF TENDERS The contract will be awarded to the economically most advantageous tender of the technically compliant tenders, namely those which: satisfy technical conformity criteria, and offers the best value for money. Once the tender s technical conformity has been verified, its technical quality will be evaluated on the basis of the award criteria below. 8

9 The weighting between the score for the technical offer and the score for the financial offer will be 50% for the technical score and 50% for the financial score Technical conformity The evaluation committee will assess whether each tender has satisfied the technical conformity criteria set out in the tender document on the basis of the documents provided by the tenderers; - that the list of material proposed complies with Health and safety standards, trade marks and indicated qualities; it is complete and provides enough quantities for delivering a professional cleaning service. Also indicate the measures taken for the manipulation and storage of dangerous chemicals used in cleaning, such as bleach, ammonia derivates, caustic soda.). A protocol must be proposed for the treatment of burnings, intoxication, etc. - That the minimum relevant experience of the staff proposed for the supervision, (post 1), is met from the CVs presented in the offer. He/she must have at least three years of professional experience in a similar setting and environment and must be proficient in English; - That the minimum relevant experience of the staff proposed for the service, (post 2 and 3), is met from the CVs presented in the offer. The cleaners (M/F) and Coffee/Tea Girl must have at least three years of professional experience with the companies in a similar setting and environment and must be capable to communicate fluently in English. The evaluation of the technical conformity criteria is done on a binary (YES/NO) basis and thus does not call for the awarding of marks by the evaluation committee Evaluation of the technical quality of the offer The quality award criteria are set out in the table below. They will be evaluated on the basis of documents provided in the technical offer and each is assigned a mark by the evaluation committee on the basis of the scale in the table. N Criteria/sub criteria 1 How the tenderer intends to provide the services specified in the contract. 2 What are the arrangements proposed in the offer to deal with replacement of staff or to increase specific services. 3 Measures to control the quality of the services provided Max. number of points (25) Description Organization of the cleaners and methodology. More points will be given to an efficient distribution of tasks and timing to diminish the impact of the different cleaning activities on the staff working in the premises. (25) More points will be given to those offers demonstrating the best organizational capacity to ensure service continuity in the event of planned or unannounced absences and their response capacity if extra staff are needed for specific reasons (for example before the visit of a Commissioner) (25) Tenderers should explain how they intend to implement quality controls for the services provided, role of the supervisor, inspection, correct use of material and products and their manipulation. 9

10 4 Measures to motivate staff and ensure a stable team TOTAL 100 More points will be given to those offers establishing a comprehensive quality control plan and protocols for ensuring the safety and the protection of the staff working for specific tasks (window cleaning, use of stairs, use of chemicals, storage of corrosive material, protocol in case of accident, intoxication, etc) and for meeting health and safety standards of the staff working in the premises and for the protection of the environment. (25) Tenderers should describe any incentives for staff employed under the contract: pay scale, bonuses and allowances, promotion, training, medical cover, HIV/Aids policy and any other initiative designed to motivate staff and encourage staff loyalty. More points will be given to offers containing the higher number of efficient incentives to be kept during the whole duration of the contract. Any tender not scoring the minimum quality threshold of 50 points of the total will be eliminated. The technical score for each tender will be calculated as follows: Ti =[ score for offer under consideration/score for best technical offer] *100 The best technical offer will thus score Evaluation of the financial offer The financial offers are compared on the basis of the total price of each tender as calculated using the table in the price schedule; to do this the unit prices supplied by each tenderer are multiplied by the estimated quantities and added up to obtain a total. The financial offers of tenderers who have obtained an overall technical score of points or more will be opened. They will be checked for arithmetical accuracy and corrections made where necessary. Amendment of the tender form by the tenderer will lead to rejection of the offer. The same holds for incomplete financial offers. The financial score for each offer will be calculated as follows: Fi = [price of the best financial offer (lowest price)/price of the offer under consideration] * 100 The best financial offer will thus score Calculation of the overall score The offer chosen will be that which offers the best value for money among the compliant offers, with a weighting of 50% of the technical offer and 50% of the financial offer; namely the offer obtaining the best overall score Pi calculated as follows: Pi = 0.40*Ti *Fi 10

11 where Pi is the total score for the tender in question (out of 100) Ti is the number of points (between 0 and 100) obtained in the technical evaluation Fi is the number of points (between 0 and 100) obtained in the financial evaluation. 8. Specific contract implementation procedures 8.1 Preliminary meeting, preparatory visit - A preliminary site visit is mandatory; without it a tender will not be receivable; - If a tenderer has missed the initial visit he can ask for a specific appointment which must take place latest 5 calendar days before closing date for submission of tenders; - Appointments must be requested by to delegation-malawi- HOA@eeas.europa.eu. 8.2 Prices - Tender must make use of the enclosed Price schedule form - Only offers expressed in euro or MWK are receivable 8.3 Implementation period - One year contract - Renewable twice - Total is maximum 3 years 8.4 Penalties Refer to details on the enclose Price schedule and the Draft framework service contract 9. Other information Cleaners rooms are available and may be seen during the visit. 10. Payments Monthly payment shall be executed in Convertible Malawi Kwacha 1 by electronic bank transfer to the contractor's bank account at the InforEuro exchange rate of the month of the payment found on the website provided: Monthly after delivery of services and upon receipt of original invoice: - Original excludes , photocopy, certified conform to original copy; - Must clearly indicate the period of the service; - Must clearly indicate the details of the invoiced amount in line with the format of the price schedule form; - Must clearly indicate the additions in line with the format of the price quotation form when applicable. The first invoice must be accompanied by the following supporting documents: - Confirmation that all staff/hour have been worked; - Original report on activities signed by each cleaner; 1 Convertible only if the price is fixed in EURO. 11

12 - Copy of the salary slips for the previous period (year) with stamp from the contractor; names of staff not assigned to the services rendered to the EU Delegation may be made illegible names; 11. Closing date for submissions is 31 January 2013 at 12:00 hrs. 12. Enclosures (annexes) 1. Checklist to tender (Annex 1) 2. Price schedule form (Annex 2) 3. Equipment and products (Annex 3) 4. Framework service contract (Annex 4) 12