Questions Cleaning contract Questions from bidders and response from Commonwealth Secretariat.

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1 Questions from bidders and response from Commonwealth Secretariat. Question Q1 Date Received Questions Answers Date Posted 09/05/2016 Are there single toilets throughout the No there are multi-cubicle ones as well, for building? example in the basement of Marlborough House. But all toilets and kitchens/tea points are on our floor plans. Q2 09/05/2016 Are we going to send TUPE information? Our understanding is that we do not require to provide TUPE information at this point. However, we will ensure that TUPE information is provided when required. Q3 09/05/2016 What is the method of cleaning the windows Currently, a combination of abseiling and a reach and wash system is used for external window cleaning. Q4 09/05/2016 Do you currently use cherry picker for window cleaning No. However bidders may propose their own methodology. Q5 09/05/2016 Is the contract currently paying minimum wage? No, but we wish to pay the London Living Wage from this contract. Please note revised response to this question. Q6 09/05/2016 Do you take the blinds offsite to be cleaned? No. Q7 Q8 09/05/2016 Can we have a floor plan or measurement for the floors? 09/05/2016 Are we expected to quote for 5 th floor as this floor is not occupied by the Commonwealth Secretariat? Yes, floor plans are on the Secretariat website. Yes. 1 15/12/ :20

2 Q9 09/05/2016 Are all the external windows to be cleaned both sides on a monthly basis? Are all feminine hygiene bin to be exchanged every week? Yes all windows are to be cleaned both sides on a monthly basis. Yes. However, bidders may propose alternative solutions. Q10 09/05/2016 Please can you describe to what level the conservation cleaning that currently takes place at Marlborough house. Do you currently use a conservationist site manual similar to the Royal Historic Palaces? See Response to Q.13 below. Currently we do not have a conservationist site manual nor do we expect one. However, bidders will be scored on their method statements. Q11 10/05/2016 Can you confirm if the contract award is to be 24th June with a Commencement of Contract date of 1st July or is there a later proposed go-live date Currently it is envisaged that contract award will be 24 June 16 with a commencement date of 1 July 16. However, the Secretariat reserves the right to change these dates, if unavoidable. The successful contractor is expected to mobilise week commencing 27 June to undergo experience etc. handover. Q12 10/05/2016 In order to provide our annual charges for the consumables, are you able to provide annual volumes against each of the items we are required to cost? Bidders are expected to base this information on your site visit and other information provided e.g. Floor plans. Q13 10/05/2016 With regards to the Conservation Cleaning of the fine rooms, can you clarify what is to be required to be costed as part of this requirement? For the rooms listed, we would require a top down conservation clean, from gilt architrave down, inclusive of wall sconces, curtains, window ledges and inner window frames, silk wall coverings, fireplaces and marble floors, but exclusive of carpets, furniture, paintings, objects d art, chandeliers and light fittings. 2 15/12/ :20

3 Q14 10/05/2016 With regards to the ICT Cleaning, we are required to clean 300 computers and associated units, are you able to you confirm the split of the 300 units between Marlborough and Quadrant House? It is an approximate 55/45% split between the two buildings, with MH being 55% roughly. Q15 10/05/2016 With regards to the Cleaning and sanitizing of telephones, we are required to clean 350 units, are you able to confirm the split of the 350 units between Marlborough and Quadrant House? It is an approximate 55/45% split between the two buildings, with MH being 55% roughly. Q16 10/05/2016 During our site visit, we noticed Pushlock anchorage points for harnesses. Due to the difficulty or attaching certification tags to these, please could you confirm that these are tested and in date. All anchorage points for harnesses are tested annually and appropriately labelled. Q17 10/05/2016 Noting a number of failed eyebolts at Quadrant House, can you confirm that you are happy with the concept of Abseiling cleaning to the rear of site? Yes, all eyebolts are annually tested and appropriately labelled therefore labelled failed. Should you use a different system you could suggest it in your proposal. Q18 10/05/2016 We note the Latchway/Mansafe style safety lines on the flat roofs at Marlborough House again, may we check that this is certified and available to use for our High level works team? Yes, all safety systems etc. at Marlborough House are maintained by contractors to the Royal Household Property Services and are certified and available for use by your high level works team. Q19 10/05/2016 Are you able to confirm if the window cleaning is currently undertaken as per the specification detailed within the RFP? Yes. Q20 10/05/2016 If possible, would it be possible to carry out a further visit to site during the process? If there is enough interest we are willing to arrange another site visit on Tuesday 17 May 16 at 8.30 a.m. However, the Secretariat will not 3 15/12/ :20

4 Q21 10/05/2016 When can we arrange a visit to site for our window cleaning experts, as they obviously need to see all of the areas that fall within the contract, specifically the areas where the traversing ladder is not in use and would require Abseil, reach and wash, we also to assess the Health and Safety aspect of the work required? extend the deadline for submissions of the RFP. Interested parties should therefore fmsprocurement@commonwealth.int to express their interest. See response to Q20 above. Q22 10/05/2016 We have the number in units for Feminine Hygiene bins throughout the premises however we also need the preferred service frequency that the client would require as each client has their own specification i.e. weekly, fortnightly, monthly. Do you have this and if so when will it be made available? Yes. However, bidders may propose alternative solutions. Q23 Q24 10/05/2016 Although a basic list of consumables has been provided within the RFP, do you have copies of the current stocking levels/usage reports and statistics? Consumable item listed as Batteries (Panasonic) Per case of 12. Can it be confirmed which batteries you require pricing on? See response to Q12 above. Pricing required for C batteries for air fresheners Q25 12/05/2016 Prices fixed for contract period. Will this allow there to be a mechanism to uplift wages through? Prices are fixed for the contracted period the only increase allowed are for the London minimum wage. 12/05/ /12/ :20

5 Q26 Q27 12/05/2016 Janitor duties to be completed by 3 pm. Is there to be no janitorial service after this time? 12/05/2016 For window cleaning please can you provide the anchorage information (roof areas) if it has dedicated Rope Access Anchorage points or if mobile weight trollies or structures are used? Janitorial service is not required after 3 p.m. 12/05/2016 In QH, there are some eyebolts, and on the 4 th floor flat roof there are three eyebolts, a travelling ladder with an inertia block and a handrail which is used to clean the expanse of window to the rear on one side of the building. In MH currently, a reach and wash system is used. However you should verify this for yourself on the next site visit scheduled for 8.30am on Tuesday 17 th May. 12/05/2016 Q28 12/05/2016 Unfortunately, the square footages have not been provided with the plans. Are you able to confirm the square footages for each building? MH has a gross area of 103,000 sq.ft Quadrant House has a gross area of 36,000 sq.ft. 13/05/2016 Q29 12/05/2016 Further to the question regarding the contract start date, can you confirm how long a mobilisation period will be provided from w/c 27th June; unfortunately, a contract start date of 1st July does not allow sufficient time to mobilise the contract. Are services therefore required to commence at the start of August to allow for TUPE etc? For the avoidance of doubt the contract commences w.e.f. 1 July /05/2016 Q30 12/05/16 In order to provide accurate annual charges for the consumable items listed we will require historical usage figures. Unfortunately, it is not possible to provide accurate charges from floor plans. In the absence of this information, will unit charges suffice for the tender submission? We expect bidders use their professional expertise to derive the costs. 13/05/ /12/ :20

6 Alternatively, if staff numbers and annual visitor numbers can be provided an annual budget can be calculated for the tender. Q31 12/05/16 With regards to the rates of pay to be utilised for the contract, can you confirm if the expectation is for the contract to be based upon London Living Wage ( 9.40 as a minimum). Within the query sheet, the response to Q5 suggests that you wish to pay 'minimum wage'. Can you confirm if pricing is to be based on London Living Wage or the new National Living Wage ( 7.20 as a minimum, which replaced Minimum wage as of 1st April 2016)? We can confirm that the rates of pay to be utilised for the contract is to be based on the London Living Wage currently The response to Q5 was made inadvertently misreading the question. 13/05/2016 Q32 12/05/2016 With regards to the feminine hygiene units, you have stipulated a weekly frequency of change for all units. Are you also considering alternative frequencies as per your response to Q22 in the query sheet? Yes 13/05/2016 Q33 16/05/2016 Should we incorporate the LLW OF 9.40PH OR THE NATIONAL LIVING WAGE OF 7.20 LLW /05/2016 Q34 16/05/2016 Feminine Hygiene- Can you please provide the current service frequency, we will also provide an alternative solution Monthly 16/05/ /12/ :20

7 Q35 16/05/2016 What are your current staff/employee numbers at the operation, this will give us a clearer idea to base our submission for consumables on. We have approximately 150 staff per site. 16/05/2016 Q36 16/05/2016 Has this second site visit been arranged as yet for Tuesday 17th May at 08:30 am? The second site visit is going ahead tomorrow and you are required to report to Marlborough House. 16/05/2016 Q37 16/05/2016 Can you please clarify at what stage of the tender process the TUPE information will be provided, as this will certainly apply? We will provide TUPE information on final selection of preferred bidder. 16/05/2016 Q38 17/05/2016 Consumables- How do you want us to present consumables pricing? Is there quantities of consumables available? Consumables pricing is best presented per unit this will enable us to compare like for like. 17/05/2016 Q39 17/05/2016 Is there any special clean to equipment etc. required for the main caterers kitchen in the Basement of MH? The main kitchen in MH is deep cleaned, including all equipment, under separate contract with the Royal Household Property Services. This RFP will require the cleaners to mop the kitchen floor on a daily basis and wipe down all surfaces. 7 15/12/ :20

8 Q40 17/05/2016 What are your expectations with cleaning around functions within the Commonwealth? When we have special functions out of hours, we request our cleaning contractors to provide a janitorial service which is paid for per person hour. Q41 17/05/2016 How many Janitors have you got and is it full time? We have one janitor who is currently on site from 0900 to 1500 hrs. Q42 17/05/2016 Are you looking to do away with under desk bins? Not at the moment. Q43 17/0/2016 Elevation Drawings Details of MH windows is attached in elevation drawings Additional Information Information A1 Date Published A2 8 15/12/ :20

9 A3 9 15/12/ :20