Request for Proposal (RFP) Issued by:

Transcription

1 Request for Proposal (RFP) Issued by: Issued on: July 30, 2018 Reference: RFP

2 A. General Details: 1. Delivery Site: International Technical Female College at Al-Ihsaa (NC Al-Ihsaa) King Khalid Rd, Prince Thanyan Street, Al-Ihsaa Scope of Services: Janitorial (cleaning) and Maintenance 3. Term of Services: a. September 1, 2018 to August 31, 2019 b. Option to renew for up to three years with same terms and condition. 4. Key RFP dates: a. RFP Launch: July 29, 2018 b. Deadline to submit questions: august 13, 2018 by 4:30PM KSA Time. i. Note: Questions will be answered in the order they are received within two (2) business days of receipt. Questions submitted after deadline will not be answered. c. Deadline to conduct site visits: August 12, i. Note: Site visits will be arranged upon request by the bidder at mutually agreed times. No site visits will be arranged after deadline. d. Deadline to submit proposal: August 16, e. RFP Award: August 20, 2018 f. Contract signing: August 22, Key Contact: a. Direct any questions, requests for site visits, or any queries to the following contact only: Mr. Hassan Alsalman Manager, Strategic Procurement Cell: RFP Submission Process: a. The proposal should submitted in hard copy with two identical sets of the following: i. Envelope one: two copies of the technical proposal. ii. Envelope two: two copies of the financial (Pricing) proposal. iii. Envelop three: two copies of the company profile. b. All submissions must be sent to: Mr. Hassan Alsalman Manager, Strategic Procurement Page 2 of 9

3 B. Background: About Us: In 2012, the Saudi Arabian Technical Vocational Training Corporation (TVTC) launched the largest education reform program in global TVET history, seeking to scale up the quality and industrial-efficacy of skills-driven education delivered through private-public partnerships with International Training Providers. In the spring of 2014, after a successful global tendering process, LLC (NC KSA) was established with the guiding principle of providing outstanding applied learning to prepare graduates for successful employment by building on a proven track record of entrepreneurship and innovation and recognized best practices. Since 2014, NC KSA has operated technical and vocational training colleges throughout the Kingdom of Saudi Arabia in support of the Vision 2030 initiative and in partnership with the Colleges of Excellence (CoE). Headquartered in Riyadh, Saudi Arabia, NC KSA provides community and customized training based on Niagara College Canada's expertise and international track records as one of Canada s most innovative and enterprising applied learning post-secondary institutions. With a strong focus on developing world- and work- ready graduates, NC KSA specializes in delivering a number of quality programs designed to prepare young men and women for successful entry into the workforce in the areas of Business, Event Management, Occupational Health & Safety, Information Technology and Graphic Design. All NC KSA campuses also offer a foundation program for English language development. About the Site (Campus): The International Technical Female College at Al-Ihsaa (NC Al-Ihsaa) has been operated by NC KSA since It is located the city of Al-Ihsaa at King Khalied Rd, Al Mustaqbal district. NC Al-Ihsaa offers training to female students from the Al-Ihsaa and surrounding areas. Page 3 of 9

4 C. General Scope of Services: 1. Purpose of RFP Request: The purpose of this solicitation is to provide all location cleaning, janitorial, and custodial services for the NC Al-Ihsaa Campus (International Technical Female College at Al Al-Ihsaa). 2. Scope of Service: The Contractor will need to be capable to: Perform custodial maintenance services at least six (6) days per week on a schedule provided by NC KSA. Weekend work is acceptable under certain circumstances, and only where approved in advance by NC KSA s Facilities & Operations Management. Provide temporary staff to cover sick/vacation time all year-round to cover for any absent or sick employees on a short notice basis Provide all paper products, trash liners, hand soap, cleaning supplies and equipment required. Provide year-round (12 months) services to meet the scope of services at the service level established by NC KSA as follows: o During Regular School Session (September 2018 to April 2019): A full 100% count number of personnel on-site as defined within the scope A. Table 1 Scope A Regular School Session Expected Minimum Requirements No Job title No of Staff Expected Working hours Gender 1 Supervisor 1 8hrs x 6 days a week Male 2 A/C technician 1 8hrs x 6 days a week Male 3 Electrician 1 8hrs x 6 days a week Male 4 Plumber 1 8hrs x 6 days a week Male 5 Farmer technician 1 8hrs x 6 days a week Male 6 Assistant Technician 1 8hrs x 6 days a week Male 7 Farmer 1 8hrs x 6 days a week Male 8 JANITOR 15 8hrs x 6 days a week Male 9 JANITOR 8 8hrs x 5 days a week Female o During School Summer Breaks (May 2019 to August 2019): A reduced count number of personnel on-site by up to 30% from the count defined within Scope A Page 4 of 9

5 Ability to provide additional personnel on a short-term basis upon request by NC KSA. And adjust the working schedule to suit our needs Have all employees under the sponsorship of the company and in compliance with all labour law legislation. 3. Expected Daily Tasks: Building Area Task Entrance, Front lobby, offices Clean and disinfect all drinking fountains. Clean exterior surfaces of waste containers. Empty all waste containers and removal trash to disposal site. Replace soiled liners in waste containers. Sweep, damp mop floors. Vacuum carpet. Dust clean carpet. Resource Room, library, staff Empty all waste containers and remove trash. lunchrooms Replace soiled or damaged trash liners. Wash tables. Wash floors. Dust other hard surfaces. Wipe and disinfect any sinks/microwaves and equipment that are in the rooms. Make sure all windows are closed and locked. Clean, disinfect all light switches and door levers. Check and shut off any coffee makers. Spot clean carpets. Vacuum carpets. Classrooms Empty all waste containers and remove trash. Replace soiled or damaged trash liners. Wash tables. Wash floors. Wash blackboards. Dust other hard surfaces. Wipe and disinfect any sinks that are in the rooms. Make sure all windows are closed and locked. Clean, disinfect all light switches and door levers. Clean fingerprints on inside of windows. Spot clean carpet. Vacuum carpets. Restrooms Refill toilet tissue and paper towel dispensers. Refill all soap dispensers. Empty trash and reline if needed. Empty sanitary napkin receptacles and reline. Spray and wipe all fixtures with disinfectant. Spot wash walls and partitions with cleaner and disinfectant. Light damp dust all vertical and horizontal surfaces. Page 5 of 9

6 Building Area Task Damp wash soap dispensers and clean mirrors. Mop all restroom floors with disinfectant / cleaner. Clean and disinfect all trash containers, light switches, door levers and handles on partitions and paper towel levers. Clean/disinfect all toilets and urinals. Lunchroom Empty all waste containers and remove trash to dumpster. Replace liners. Wipe exterior of all waste containers with disinfectant. Wash floors. Wash tables. Clean and polish drinking fountains. Hallways Clean walls. Clean and disinfect water fountains. Clean/vacuum floors/ stairwells. Spot clean carpet Elevators Vacuum floor of elevators. Damp wipe floor selection panel. Wipe other hard surfaces to remove fingerprints. Janitorial Closets/Maintenance Empty all trash containers. Room Ensure that maintenance and janitor rooms look professional when door is opened. Ensure janitorial carts have all the tools in an organized manner. Ensure that doors to room will be locked always. 4. Additional Ad-Hoc Tasks: Task Clean inside windows Professionally truck mount clean carpets Strip and wax tile floors High dusting above six feet Clean grout tile in bathrooms and other needed location Clean windows inside Shampoo carpets Frequency Twice per year Twice per year Once per year During summer and winter breaks During summer and winter breaks During summer and winter breaks During summer and winter breaks 5. Specialized Tasks: Regularly inspect all buildings, providing and maintaining a safe, secure, clean and functional environment. Be familiar with the college s alarm system. Dedicate a hot line number available to be called anytime for emergency cases. Event area set up and furniture moving when needed during any event in the campus. Determine needs, prioritize and accomplish tasks including but not limited to: o General maintenance, custodial care, and light repairs to all buildings under the contracts. Page 6 of 9

7 o Electrical maintenance and minor repairs: bulbs, switches, fuses, ballasts etc. o Pluming maintenance and minor repairs: leaks, drains, toilets, etc. o Mechanical maintenance and minor repairs: heating equipment, etc. Daily school schedule Day Porter: o Open Building. o Prepare walk for students. o Clear sidewalks around school as needed. o Assist during lunch hours. o Maintain grounds. o Secure buildings and set alarms daily. D. Requirements for Proposal Submission: In the technical proposal, please answer the following questions: 1. Experience: what experience does your company bring to this work? a. Please specifically describe your company s history, leadership, organization structure, and experience in Saudi Arabia. 2. Services: Please outline your approach for providing the services noted in the scope of services (section C). a. How will you plan to ramp up and begin the work effective September 01, 2018? b. Are there any services outlined in the scope that your firm is not prepared to offer at this time? 3. How would you implement the operational plan requirements outlined in Section C. In the financial proposal: 1. Price proposal to clearly show the daily, monthly, and annual rate for each worker. 2. The qualifications of the workers 3. Confirmation of your ability to have all workers under your sponsorship by September 1, In the company profile: 1. Please provide three references that we might contact to further evaluate your services. Please list references that can be verified and be available to be contacted by NC KSA. 2. A copy of the Company Commercial Registration (CR) and VAT certificate. Note: each proposal must be signed and stamped by the authorized company representative. Page 7 of 9

8 E. Special Contract Requirements: 1. Indemnification and Hold Harmless: The contractor shall hold NC KSA harmless against any claims made by any employees employed by the contractor to perform the scope of services herein. The contractor will also assume liability for any damages, penalties and additional cost arising from any action or failure of the contractor and/or contractor s employees to NC KSA or its propriety, staff and students (including its sub or independent contractors). NC KSA will not pay any claim arising from any failure on the part of the contractor to perform its obligations. The contractor shall reimburse NC KSA any expenses incurred as a result of the contractor s failure to fulfill any obligation in a professional and timely manner under the scope of services. 2. Default and termination: a. In the event the contractor shall default in full or in part of any of the obligations or conditions set forth in the agreement or its performance does not meet the established criteria, NC KSA will notify the contractor of such default in writing. Rectification must occur immediately (or as otherwise deemed appropriate by NC KSA). After the third default, NC KSA reserves the right to terminate the contract. 3. If material damages occur, NC KSA shall have the right to immediately terminate the agreement; such termination shall not relieve the contractor of any liability to NC KSA for damages sustained by virtue of any default by the contractor. 4. The contractor agrees that, in the event NC KSA deems it necessary to take legal action to enforce any provision of the agreement, the contractor shall pay all expenses of such action including NC KSA s attorney fees and cost at all stages of the litigation. 5. The parties may mutually terminate the agreement at any time by providing sixty (60) days notice to the other party in writing. 6. Payments in connection to the agreement must be in the form of open credit account with a minimum of 30 days credit after services have been rendered (upon submission of an invoice at the end of each month). 7. Contract Period: This agreement shall become effective on September 1, 2018, and shall terminate on August 31, 2019, unless an extension is agreed to by both parties. 8. Contract Extension: Pursuant to applicable regulations, any extensions of awarded contracts shall be executed prior to expiration of the preceding contract period. Any such extensions shall not extend the contract period more than one year beyond the original contract period. Page 8 of 9

9 F. Rule for Award & Selection Criteria NC KSA will award the contract after internal evaluation considering all aspects of the submitted proposals. NC KSA reserves the right not to publish the notes from the evaluation. At NC KSA s discretion, limited feedback may be provided to bidders not awarded the contract. Selection Criteria The selection of the winning proposal will be based upon the following criteria and based on the information submitted in compliance with the RFP scope of services: 1. Proven ability to provide timely, quality and efficient custodial services; 2. Knowledge and experience in the industry; 3. An excellent reputation in the industry; 4. Adequacy of client references; 5. Adequacy of required corporate documentation; 6. Proposed cost. Page 9 of 9