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PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) – WEST CORRIDOR 3

TENDER NUMBER: HO/CRES/SGR/62/01/2017

PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) – WEST CORRIDOR 3 Issue Date: 25 January 2017



THE SCOPE OF WORK


A. Preliminaries1. PRASA invites professional cleaning companies hereinafter called “the Tenderers”

to submit a tender for providing cleaning services for various stations listed in herein as “West Corridor 3 Stations - Southern Gauteng Region (SGR)”.

2. Subject to the acceptance of the Tender and any counter offer by PRASA, the successful Tenderer hereinafter called “the Contractor” shall under a contract, which consist of Preliminaries, Conditions, Service Schedule, Specifications and Form of Tender, clean all areas and facilities of the stations.

3. The scope of the Contract’s service shall cover the entire precinct and the facilities of the station. All Tenders are advised to understand the Stations and station layout carefully before submitting Tender. Tenderers may be invited to attend an interview before decision on selecting the Contractor can be made by PRASA.

4. PRASA is not obliged to accept the lowest or any tender submitted by the Tenderers.

5. The tender submission must comprise of the following documents:

5.1. Information to show company’s experience in providing cleaning services for good quality facilities (such as company brochure, appointment list, reference letter etc.)

5.2. Organisational Chart to show company’s management system and back up support for cleaning operations of the stations in this contract.

5.3. Service Commitment – A detailed statement to show company’s planned efforts in delivering cleaning service to PRASA stations at the highest standard.

5.4. A Quality and Environment Certification (if any), such as ISO 9000 and ISO 14000.

5.5. Proof of Registration with Provident Fund for the cleaning industry

5.6. Proof of Registration for Compensation for Occupational Injuries and Diseases (COIDA)




5.7. Proof of Registration with Unemployment Insurance Fund (UIF) with Department of Labour.

B. Special Conditions of Contract6. This shall be a performance based contract and shall be for a term of 3 years (or 36

months) commencing from the date of signature of agreement.

7. The performance of the contractor shall be evaluated and assessed on month to month basis and may be terminated on the ground of poor performance and/or non-responsiveness.

8. Either party may terminate the Contract by given another party a 30 calendar day written termination notice.

9. The Contractor shall undertake to provide and use Totally Degradable Plastic Refuse Bags (TDP) for daily refuse collection.

10. The Contractor shall undertake to provide and use environmentally friend (and SABS approved) products/detergents/material as required by PRASA.

11. Cleaning Material & Machinery

11.1. All electrical and non-electrical operated equipment should be SABS approved.

11.2. The Contractor shall supply its own cleaning equipment and chemicals at their own cost.

11.3. The Contractor shall maintain and ensure availability of Material Safety Data Sheets (MSDS) to be available

11.4. All cleaning material approved by the client shall be available at all times for execution of work.

11.5. PRASA shall ensure availability of supply pointe for water supply and electricity, in the event where the water supply is disrupted or PRASA runs out of water the service provider needs to provide alternative means to get water to ensure all facilities are kept cleaned.

11.6. All safety precautions stipulated by the client shall be strictly adhered to.PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) – WEST CORRIDOR 3 Issue Date: 25 January 2017



12. The Contractor shall be responsible for the efficient performance of the Contract and for the good conduct of his/her employees whenever they carry out cleaning works at the stations.

13. The Contractor shall maintain contracted number of cleaners at all times to properly fulfil his/her obligation under this Contract.

14. The Contractor’s employees shall be properly supervised at all times by a supervisor(s) employed for this purpose by the Contractor.

15. The Contractor shall provide clean and tidy uniforms by the Contractor for all his/her employees. The uniform must be worn by all employees who are engaged to carry out the works under this Contract.

16. The Contractor employees cleaning PRASA stations under this Contract shall be identifiable (ID) with appropriate Company’s badge and access card displayed all the time with the following information on it;

16.1. The photo of the employee16.2. The Name of the Employee16.3. The position he or she occupies16.4. The Name of the Cleaning Company16.5. The Number of the Site Access operating under16.6. The Name of the Station of deployment.

17. PRASA reserves the rights to monitor time and attendance of the Contractor’s employees as well as to give working instruction directly to the Contractor’s employees if in the opinion of PRASA this is necessary. This will be done through a dedicated Contracts Manager.

18. Subject to the final agreement made by the parties, the Contractor shall be remunerated by PRASA monthly in accordance with the price agreed.

19. The Contractor shall provide high quality cleaning operation at the Stations all times. The Contract shall put in-charge a sound knowledgeable and experience Supervisor, in charge of daily operations of cleaning team. These personnel shall be strong in supervisory and communication skill, initiative, enthusiastic and reliable. The Supervisor may be required to perform duties outside normal working hours and be reachable all the time.




All Cleaners should be trained to be observant, keen, alert, efficient, willing and pleasant. On job work observation must be performed by Supervisor on an ongoing basis to ensure that cleaners perform the duties and responsibilities consistently above expectation.

20. The Contractor shall perform cyclic or ad-hoc deep cleaning of the station and the facilities to enhance the level of cleanliness.

21. The Contractor shall provide all necessary machinery, tools and materials for the proper execution of the work. Such machinery and materials shall e of a high standard and suitable for use in the station environment.

22. Unless written consent is given by PRASA, the Contract or any part, share, or interest in it, must not be transferred or assigned by the Contractor, directly or indirectly to any persons whomsoever.

23. The Contractor’s employees must observe all reasonable instruction of the PRASA Delegated Contract’s Manager.

24. PENALTIES

If the Contractor fails to deliver any or all of the goods or to perform the services as required in the contract, PRASA shall, without prejudice to any rights/ remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on the delivered price of unperformed services for each day of the occurrence of the failure of performance. The PRASA may also consider termination of the contract pursuant to General Condition of the Contract.

25. DEFAULTIf the Contractori. Has abandoned the Contract; orii. Is not executing the service in accordance with the Contract or is persistent

of flagrantly neglecting to carry out his obligation under this Contract

The PRASA delegated Contract’s Manager, after giving 7 working days’ notice in writing to the Contractor, may expel the Contractor from the station thereby releasing the Contractor from any of his other obligations or liabilities under the Contract.

26. INSPECTION AND REJECTION




All services performed under this Contract shall be subject, before payment, to inspection by PRASA delegated Contract’s Manager who may withhold payment when in his/her opinion any services has not been performed in accordance with the requirement of the Contract.

27. SAFETY AND HOUSEKEEPING

27.1. PRASA operate stations within a strict railway operating environment with high commuter flow, particularly during operating peak periods. Safety of commuters is therefore a non-negotiable requirement and the following should be strictly complied with.

27.2. The Contractor shall submit a Health & Safety Plan, which will include Risk Assessment with proposed work method and request for approval for site access (for PRASA CRES’s approval). Only when approval is granted shall the Contractor be granted access to the site for the duration of the contract.

27.3. Good safety and housekeeping practices shall be entrenched in working methods and practices.

27.4. 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 them properly.

27.5. Regular and routine or ad-hoc inspections of compliance with safety and housekeeping shall be undertaken and all necessary correction actions immediately implemented.

28. MAINTENANCE RECORDS AND REPORTING

28.1. The CONTRACTOR shall ensure that proper records of equipment, consumables, toilet paper consumption; inspection lists and staff attendance registers are maintained. These records must in the station/ticket office and made available on request.

28.2. The CONTRACTOR shall produce monthly reports indicating the daily resource deployment for the month, ad-hoc costs, and costs depicting the monthly contract fee, consumable allocation per facility with costing, walk-about findings, non-conformances and all actions taken.




28.3. 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.

28.4. Control Documents : Control documents shall be placed at the Station Office 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. This is to enable IPMS to determine the details of the cost drivers for this critical function at stations.

28.5. The Contractor shall also provide the Station Office with documentation indicating the daily activities, i.e. starting, tea, lunch and finishing time, of the cleaning staff.

28.6. Checking or inspection schedules to be signed and placed at the cleaners room at all times.

C. SPECIFICATIONC.1 Tender RequirementsC.1.1 General Requirements

1. The Contractor shall comply strictly with requirements for the Cleaning of the Railway Tracks between platforms at each station. The tracks and railway operating tunnel shall only be cleaned during the operating off-peak period during weekdays. This requirement will not apply to weekends and public holidays. The track cleaning shall be done UNDER PROTECTION and with approved Health and Safety Plan.

2. The Contractor shall ensure full compliance with all applicable Statutory Regulations of the industry. The following Specific Legislative Requirement will be strictly complied with;

2.1. The Basic Conditions of Employment Act 1997 ( Act no 75 of 1993)

2.2. The Labour Relations Act, 1995 (Act no 66 of 1995)

2.3. The Occupational and Safety Act, 1993 (Act no 85 of 1993)

2.4. The National Environmental Management Act (Act no 107 of 1998)

2.5. National Railway Safety Regulator Act (16/2002)

C.1 Specific Requirements




2.6. The appointed service provider shall be required to provide highest quality cleaning

services for fourteen (14) stations of West Corridor 3 of the Southern Gauteng

Region (SGR).

2.7. Clustering of Stations: This corridor is clustered according to the portion of the SGR

West network as illustrated in the diagram below.

Station Facilities and Size:

2.7.1. The contract will provide to the cleaning of the mix of various facilities within the

station precinct.

2.7.2. This cluster has the facilities per station as per the Table below.

Station name Platform Track Rails Public Toilets

Ticket Office

Waiting Areas

Staff Offices

Parking area

Access control

Entrances and

Walkways

Unified 2 2 11 1 3 1 0 2 2

Maraiburg 2 4 13 1 4 1 0 2 2

Bosmont 2 3 13 1 2 0 1 2 2

Newclare 2 2 8 1 4 1 0 2 2

Westbury 2 2 13 1 2 1 1 2 2

Industria 2 2 8 0 2 0 0 2 2

Grosvenor 2 4 8 0 4 0 0 2 2

Mayfair 2 4 8 1 4 2 1 2 2

Braamfontein 6 4 8 1 4 2 1 2 2

Obeholzer 2 2 8 1 0 2 1 2 2

Suurbekom 1 1 13 1 1 1 0 2 2

Goudeon 1 1 0 0 0 0 0 0 2

Waterworks 1 1 0 0 0 0 0 0 2

Westonaria 1 1 8 1 2 1 1 2 2




TOTAL 28 33 119 10 32 12 6 24 282.7.3 Table below illustrate the extend and size of the facilities

Station name Platform m²

Track Rails m²

Public Toilets m²

Ticket Office m²

Waiting Areas m²

Staff Offices m²

Parking area m²

Access control m²

Entrances and

Walkways m²

Unified 2852 2070 33 81 9 60 0 12 60

Maraiburg 2852 4140 39 81 12 70 0 12 60

Bosmont 2852 3105 39 70 6 0 360 12 60

Newclare 2852 2070 24 78 12 50 0 12 60

Westbury 2852 2070 39 81 6 50 180 12 60

Industria 2852 2070 24 No 6 0 0 12 60

Grosvenor 2852 4140 24 No 12 0 0 12 60

Mayfair 2852 4140 24 120 12 80 180 12 60

Braamfontein 8556 4140 24 180 12 120 180 12 60

Obeholzer 2852 2070 24 60 0 80 180 12 60

Suurbekom 1426 1035 39 50 3 50 0 12 60

Goudeon 1426 1035 0 No 0 0 0 0 60Waterworks 1426 1035 0 No 0 0 0 0 60Westonaria 1426 1035 24 50 6 50 180 12 60

TOTAL 39928 34155 357 851 96 610 1260 144 840

2.7.8 The Staffing Plan and Shift System : The total cleaning staff/personnel to be provided in this

specification is forty Four (44) including the supervisor as per the Table below.

OPERATING TIMES

No. Station Name Corridor Name

Station Classification

Total Number of Cleaners

Morning Shift

Night Shift

Day Shift

Saturdays, Sundays & Public Holidays

06H00 to 14H00 (8 hrs)

14H00 to 20H00 (8hrs)

07H00 to 16H009hrs

08H00 to 16H00 (8 hrs)

1 Unified WEST Small 2 N/A N/A 2 12 Maraiburg WEST Small 2 N/A N/A 2 13 Bosmont WEST Small 1 N/A N/A 1 04 Newclare WEST Small 2 N/A N/A 2 15 Westbury WEST Small 2 N/A N/A 2 16 Industria WEST Halt 1 N/A N/A 1 07 Grosvenor WEST Halt 1 N/A N/A 1 08 Mayfair WEST Intermidiate 2 N/A N/A 2 19 Braamfontein WEST Core 20 14 6 N/A 10

10 Obeholzer WEST Intermidiate 4 N/A N/A 4 211 Suurbekom WEST Small 2 N/A N/A 2 112 Goudeon WEST Halt 1 N/A N/A 1 013 Waterworks WEST Small 1 N/A N/A 1 014 Westonaria WEST Small 2 N/A N/A 2 0

1 1 1 1 1SUPERVISOR(S)




44 15 7 24 19TOTAL NUMBER OF CLEANING STAFF ON THE CLUSTER PER SHIFT

.2 Cleaning Material, Consumables, Tools and Equipment

NB: This section provides ONLY guideline for the type of cleaning material and consumables and type of equipment and tools which will guarantee that the requirements by PRASA can be satisfied. The Contractor can use any equipment, tools and material which will assure the highest level of cleanliness of the station and all facilities.

Material and Consumables Tools and EquipmentHandy Andy Trolley Mop (Industrial)

Pine Gel Bucket

All purpose liquid cleaner 25ltr Bucket

Floor Polish liquid Hose Pipe (Industrial)

Hand Wash Lawn Mower

Refuse Bags Rake (Industrial)

Dusk Musk 20 in a pack Garden Spade (Industrial)

Stripper Garden Fork (industrial)

Air Freshener Step ladder

Steel Wool 10 in a pack Caution Wet Sign 10 in a box

Window Cleaner Econo + Broom (Industrial) 6 in a box

Dou Block

Mop Stick

Mop Head (industrial)

Carpet Brooms

Office Brooms

Mutton Cloth

Toilet Rolls 48

Wrist Hand gloves

Reocid

Juiys Fluid

Sunlight Liquid

Weed Eater

Industrial Toilet Brush 10 in a box




C.3 Cleaning Specification

The specification provides for the provision of the following services and service frequency

as a minimum contract requirement. However the service provider may employ the best

innovation and best cleaning methods which will assure the highest level of cleanliness of

stations and facilities.

Facility Areas Description of Service FrequencyStaff Offices and Messrooms

Floors Sweep with dust mop sweepers DailyDamp mop DailyScrub with machine and polish MonthlyVacuum all carpeted floors Daily

Shampoo Every three monthsSpot cleaning When requestedClean seats, scrub/vacuum Monthly

Kitchen, Boardrooms and Lounges

Wash dishes, dry and pack away ContinuouslyEmpty and clean all waste receptacles ContinuouslyClean floors, counters Continuously

Walls and Paintwork Spot clean all low surfaces (finger marks, etc.) DailyGlass walls, doors and light switches Daily

Windows Clean wash windows WeeklyOthers Dust all areas needed to be dusted (up to 2m) Alternate days(Mon, Wed, Fri)

High dusting (above 2m) WeeklyEmpty and clean all waste baskets, receptacles ContinuouslyPolish all wooden furniture Daily

Waste Disposal Remove all waste to a specified area ContinuouslyToilets and Public Ablution Facilities

Whole of Ablution block Empty and clean all waste receptacles ContinuouslyClean and sanitize all toilet bowels, basins and urinals ContinuouslyClean all mirrors DailyDamp mop with disinfectant DailySpot clean walls, doors and partitions DailyReplace toilet paper and towel rolls ContinuouslyReplenish hand soap Continuously

Platforms & Railway tracks

Platform areas Sweep platforms dailyRemove papers and other foreign objects ContinuouslySweep the railway tracks. Every three months

Railway tracks. Note: Employees work under protection on tracks and only during the off-peak)

Remove papers and other foreign objects – Clean the railway tracks up to 200m beyond the edges of both sides of the platforms

daily

Station Concourse Area

Glass and Metal Work Spot clean glass doors As necessaryClean and polish all bright metal fittings Weekly

Windows Clean wash windows WeeklyEntrances and Walkways

All areas around entrances and walkways

Sweep clean building surrounds. continuousDust/wipe clean walls. WeeklyWipe clean signs and Lettering. Daily

Waste Collection Facility

Refuse Room and Collection Area

Sort the waste and isolate recyclable waste from disposal waste

Daily

Coordinate the processes of collection of waste (disposal and recyclable) - Call the collection Company

As required




and Maintain RecordsWash refuse containers As requiredWash floors with chemicals. DailyDisinfect all areas with recommended insecticide. Weekly

Parking Area and Common External Areas of the facility

All common areas and parking

Sweep platforms DailyRemove papers and other foreign objects continuously

Others

a) Basins – wet wipe with hard surface cleaner daily, remove mineral deposits monthly, fill liquid soap holders and paper hand towel dispensers when needed.

b) Blinds – vertical: remove dust monthly. Horizontal: damp wipe monthly.

c) Carpets – vacuum – high traffic, daily and low traffic, daily. Remove spots and stains as necessary. Interim clean as required. Restorative clean as required.

d) Ceilings – dust and wipe air vents once every two months.

e) Chairs – cloth: vacuum, daily, spot clean as necessary and shampoo as required. Vinyl and leather – dust, daily and damp wipe fortnightly.

f) Desks – natural, unsealed woods – dust daily. Sealed wood – polish weekly. Scaled wood/glass/formica – dust or damp wipe daily and polish weekly.

g) Doors – remove finger-marks on glass and push plates daily, dust or damp wipe monthly and damp wipe door handles weekly.

h) Electrical Equipment – dust daily, damp wipe weekly. Wet wipe and rinse inside surfaces of microwaves weekly or as necessary.

i) Mirrors – in washrooms – wet wipe and dry daily or as necessary. Ornamental – use glass cleaner weekly.

j) Ovens/Stoves – wet wipe hot plates with hard surface cleaner daily or as necessary. Use caustic aerosol spray on emancified oven surfaces monthly.

k) Radiators / Aircon – dust and damp wipe weekly.

l) Refrigerators – damp wipe top daily, damp wipe doors and sides daily.

m) Rubbish Bins – empty and damp wipe daily and remove stains and disinfect weekly, or as necessary.

n) Shelves – dust those that are empty weekly and damp wipe when shelves are cleared as required.

o) Sinks – wet wipe as necessary daily

p) Skirting – Wet wipe with hard surface cleaner weekly and remove stains and/or marks when necessary.

q) Tables – in canteens wet wipe daily, other areas as for desks.

r) Taps – wet wipe with hard surface cleaner daily and remove mineral deposits monthly.

s) Telephones – dust and damp wipe with disinfectant weekly.




t) Floors: Resilient (vinyl, PVC, linoleum, sealed wood, etc.)

a. High Traffic – remove dust with mop – or disposable cloth sweeper three times weekly. Damp mop for soilage as necessary. Spray clean or burnish using a mechanized system three times weekly. Light scrub and apply maintenance coat as necessary. Strip clean and reseal as required.

b. Low Traffic – remove dust with mop or disposable cloth sweeper daily. Damp mop for soilage as necessary. Spray clean or burnish using mechanised system weekly. Light scrub and apply maintenance coat as necessary. Strip clean and reseal as required.

u) Toilet – ensures usability (report faults to ticket office) and replenishes consumables (toilet paper) daily. Remove spoilage from bowl and under flush rim with hard surface cleaner and a brush daily, and as necessary. Remove mineral deposits monthly. Wet wash seat and lid, cistern and pipes etc daily, and as necessary. Disinfect all components daily. Wet wipe doors and walls twice weekly or as necessary.

v) Urinals – remove litter as necessary. Wet wipe with hard surface cleaner or disinfectant daily. Wet wipe and dry wipe flushing mechanisms daily. Mop step and/or floor at urinal with disinfectant as necessary. Remove mineral deposits from gullies and drains monthly.

w) Walls/Window sills – Spot clean as necessary. Wet wipe and dry washable surfaces twice annually.

C.4 Measurement of PerformanceThe service provider’s performance of cleaning service will be formally measured

monthly according to the measurement criteria below.




FOCUS CLEANLINESS ITEMS

MEASUREMENT

PLATFORMS:Papers, peels, cans/bottles, cigarette butts, leaves, excrement, bad smells, stagnant water, dirt bags, leaking sewage, rodents, animals (dead or alive)

0 = NOT APPLICABLE1 = UNACCEPTABLE (No information at all. Information older than two days)

2 = POOR (Notices are handwritten. Information older than expiry date. Notices

are not clearly understandable and not informative.)

3 = GOOD (Minimum of elements present. Obvious sign that the place is

cleaned)

4 = EXCELLENT (No litter and an extra effort was put in to make the place look

more attractive e.g. floor was washed with detergent)

WAITING ROOMS AND SHELTERS:

Litter and hygiene e.g. papers, peels, cans/bottles, cigarette butts, leaves, general dirt, cobwebs, dust, excrement, bad smells, water pools, plastic bags.

0 = NOT APPLICABLE

1 = UNACCEPTABLE (Most elements present and there is a general sense of no

maintenance and neglect.)

2 = POOR (Has not been swept in the last 1-2 hours. Visible signs of accumulated

dirt.)

3 = GOOD (Minimum of elements present or visible sign that place is cleaned.)


more attractive e.g. floor was washed with detergent or polished.)

TRACKS:E.g. papers, peels, cans/bottles, cigarette butts, leaves, plastic bags,

0 = NOT APPLICABLE

1 = UNACCEPTABLE (Most elements present and a general sense of neglect.)

2 = POOR (Visible signs of dirt that has accumulated.)

3 = GOOD (Minimum of elements present/visible sign that tracks are cleaned.)

4 = EXCELLENT (No litter. Tracks are cleaned at least once per day.)

TOILETS:Papers, dust, cobwebs, peels, cans/bottles, cigarette butts, excrement on floor, bad smells, water pools, leaking sewage, rodents, animals (dead or alive), overflowing sanitary bins.

0 = NOT APPLICABLE

1 = UNACCEPTABLE (Toilets out of order. Toilets not cleaned on daily basis.)

2 = POOR (Toilets cleaned, but still visible signs of dirt, e.g. dust, cobwebs.)

3 = GOOD (Obvious sign that toilets are cleaned daily.)

4 = EXCELLENT (Extra effort is put in to ensure cleanliness, e.g. using

detergents.)

SUBWAYS AND BRIDGES:

E.g. papers, general dirt, dust, mud, water pools, peels, cans/bottles, cigarette butts, leaves, excrement, bad smells, plastic bags, leaking sewage, rodents, animals (dead or alive).

0 = NOT APPLICABLE

1 = UNACCEPTABLE (Most elements present and a general sense of neglect and

no maintenance.)

2 = POOR (Has not been swept in the last 8-12 hours, visible signs of dirt.)

3 = GOOD (Minimum of elements present or visible.)

4 = EXCELLENT (No litter, extra effort was put in to make the place more

attractive.)

NOTE: If papers and leaves etc. are present due to wind, it will be taken into consideration.

AUTHORISED VERIFICATION POINTS: ACCESS CONTROL AREAS

Litter and hygiene e.g. paper, peels, cans/bottles, cigarette butts, dust, bad smells, grime, graffiti, water pools, rodents, animals (dead or alive), overflowing bins for defaced tickets.

0 = NOT APPLICABLE



2 = POOR (Has not been swept in the last 8-12 hours. Visible signs of dirt

accumulated.)

3 = GOOD (Minimum of elements present or visible signs that the place is

maintained.)





more attractive e.g. floor washed with detergent and / or polished.)

PARKING AND EXTERNAL AREA

Litter and hygiene - Papers, peels, cans/bottles, cigarette butts, leaves, excrement, used condoms, bad smells, stagnant water, dirt bags, rodents, dead animals, hawkers catering food, , overflowing dirt bins.

0 = NOT APPLICABLE



2 = POOR (Has not been swept in the last 8-12 hours, some elements like

papers, cigarette butts, leaves, condoms, etc.)

3 = GOOD (Minimum of elements present, hardly any litter present.)

4 = EXCELLENT (No litter and extra effort was put in to make the place look

more attractive e.g. shaded parking, painted lines etc.)

NOTE: If any of the above elements like papers, leaves, etc. is present due to the wind / wind blowing, it will be taken into consideration.

FOYER – STATION FORECOURT AND PARKING AREAS

Litter and hygiene - Papers, peels, cans/bottles, cigarette butts, leaves, water pools or mud, dust, grime, graffiti, leaking sewage, rodents, animals (dead or alive), ticket windows (clean outside), overflowing dirt bins.

0 = NOT APPLICABLE

1 = UNACCEPTABLE (Most elements present and there is a

general sense of no maintenance and neglect.)

2 = POOR (Has not been swept in the last 1-2 hours, visible signs

of dirt that has accumulated.)

3 = GOOD (Minimum of elements present and obvious signs

that the place is maintained.)

4 = EXCELLENT (No litter and extra effort was put in to make the

place look more attractive e.g. floor was washed with detergent

or polished.)

NOTE: If any of the above elements like papers, leaves etc. is present due to the wind blowing, it will be taken into consideration.

Technical Evaluation: The following table indicates what will be measured in the technical evaluation stage and the

amount of points allocated per section

Sub-Criteria Description Weightings

Proposal including Project plan (30 %)

The Tenderer must provide PRASA with the cleaning implementation plan for cleaning services. Please outline how the cleaning operation at each station will be managed daily to ensure that station level of cleanliness is consistently maintain at highest level.

30%

Showing estimated start and end dates, major milestones, critical path and estimated duration to reach works completion

No plan 1A Generic Plan not related to the works or activities of the cleaning functions 2

Submitted Plan with the following requirementso Staff Deployment Plano Shifts Schedules

3





Submitted Plan with the following requirementso Staff Deployment Plano Shifts Schedules

That includes;o Daily Cleaning Scheduleso Peak hours plan

4

Submitted Plan with all of the following requirementso Staff Deployment Plano Shifts Scheduleso Daily Cleaning Scheduleso Peak hours plan

That include:o Deep cleaning Schedules (Monthly,

Quarterly and Annually)

5

Track record and Experience (30 %)

The Tenderer must provide evidence of good quality work done before,

References of cleaning services done within the last three years.

CV’s of the key personnel (Supervisors)

The Tenderer must provide References of cleaning done, detailing the size and period of contracts, number of cleaning staff on each contract.

Previous Experience : Reference: Please include company name, contact person and contact details (telephone number and e-mail).

20 %

No facilities cleaning experience. 1

Company with facilities cleaning experience of one (1) month but not more than two (2) years of experience. 2

Company with facilities cleaning experience of more than two (2) but not more than four (4) years of experience. 3

Company with facilities cleaning experience between four (4) and five (5) years of experience. 4

Company with facilities cleaning experience of more than five (5) years of experience. 5

Previous Experience of Key personnel (Supervisors) : Reference: Comprehensive CV’s that detail work experience and contactable references contacts.

10 %

No Experience 1

Experience of less than three (3) year in Supervisory capacity with CV attached with contactable references

2

Experience of between five (5) and three (3) in Supervisory capacity with CV attached with contactable references. 3

Experience of between five (5) and ten (10) years in Supervisory capacity with CV attached with contactable references 4

Experience of more than ten (10) years in Supervisory capacity with CV attached with contactable references 5





Delivery Capability(30 %)

The Tenderer must demonstrate if they have the necessary capacity to provide the required service.

Company Structure : Provide an Organogram that depicts the structure for the management of the contract.

Management and Operational Structure: Contracts Manager, Safety Officer or Rep, Supervisor.

10%No Organogram 1

Organogram contains none of the positions required above 2

Organogram contains one (1) of the positions required above. 3

Organogram contains two (2) of the positions required above 4

Organogram contains three (3) or more of the positions required above. 5

Financial Capability: Cash-flow

Financial capacity will measure the liquidity of the Bidder(s). Liquidity, The liquidity or current ration formula = current assets/current liabilities.

20%

No Submission of Financial Statement 1

Current ratio x < 0 2

Current ration x < 0.5 3Current ratio 0.5 <_ x <_1 4

Current ratio x > 1 5

Level of Adequacy of the Risk Assessment and Safety Plan(10 %)

The Tender to demonstrate through submission of “Function Specific and Relevant” Risk Assessment and Health and Safety Plan which will be assessed to show how the Tender would adhere to the applicable laws and legislation. 10%

No Plan1

Generic Health and Safety Plan - Not Cleaning Services Specific 1 2“Function Specific and Relevant” Health Safety Plan with no risk assessment and method statement 3

Submitted “Function Specific and Relevant” Health and Safety Plan with Risk Assessment and Method Statement 4

Submitted “Function Specific and Relevant” Health and Safety Plan with safety monitoring schedules 5

Total 100%
