INVITATION TO BID: For award of cleaning services contract
Deadline for submission of offers:02 December 2004
1. Subject of Tender
1.1 Office of the High Representative invites bids for award of one year cleaning service contract for the OHR office located in the Brcko District, Bosnia & Herzegovina .
1.2 Basic Office Description
OHR office in Brcko District accommodates, at any given time, between 70 to 100 full time staff. An estimated 8,000 guests visit the Brcko Office yearly and OHR hosts between 450 to 500 meetings throughout year.
Staffing levels, the level of daily activity, and the active public role played by the OHR Office requires an effective program in order to maintain clean working space for staff, present the best professional image.
The office complex is 2,500 square meters in size and is split between two buildings. Six bathrooms, five conference rooms, 45 offices, living quarters, several ancillary buildings, and 10,000 square meters of parking and grounds represent the basic inventory of the facility.
1.3 The contractor will be required to perform basic tasks as detailed in Annex attached hereto.
1.4 The contractor will be responsible for purchase and supply of all cleaning material in order to maintain hygienic standards in all premises. This includes, but is not limited to, supply of toilet hygienic supplies such as soap, toilet paper, paper towels, air fresheners, etc.
1.5 OHR Standard working hours is 07:00–18:00 Monday to Friday, excluding weekends and official BiH State holidays. During working hours at least one cleaning person must be present at the site. Cleaning can be done outside these times if the contractor finds it appropriate.
1.6 OHR will provide storage space for cleaning materials within OHR premises at no cost to contractor.
1.7 Four vacuum cleaner KARCHER, four ( two large, two small) cleaning trolleys Numatic and two telescope for washing windows ETTORE will be made available to the contractor for its use. This equipment may not be removed from OHR premises and will be returned to OHR in good working order at the end of this contract. Maintenance of all equipment will be responsibility of the contractor.
1.8 OHR may organize site visit for all interested companies. Companies who wish to participate in site visit should send a fax to Admin office at 049/217-560 latest by 24.11.2004.
2. Instructions to biders
2.1 Offers must include the following:
- Name and address of company, contact phone number and name of the contact person.
- Copy of company registration documents
- Short description on how the work will be organized (e.g. work is shifts)
- Proposed number of staff
- All information about prices and payment terms
- Time needed for start of contract
- Any other relevant information
- Company reference list
Incomplete offers will not be considered.
2.2 Short-listed companies will be interviewed.
2.3 OHR, as diplomatic organization, is exempt from payment of all customs and tax duties and all prices quoted should exclude such charges.
2.4 Prices must be in KM (Convertible Marks) or EURO. OHR standard payment terms are bank transfer within 30 days from the date of invoice.
2.5 Contract concluded with OHR will include unit prices and other terms stated in your offer. Your offer will be attached to the contract and considered legally binding for the duration of the contract.
2.6 Award of contract will be made based on price, payment terms, organization of work, proposed number of staff, time needed for start of contract or any combination of those elements or other elements.
2.7 Deadline for submission of offers is 02 December 2004 .
2.8 OHR reserves the right to enter into negotiations with any bidder or to end the Tender without awarding the contract. OHR will not bear any costs of bidders in process of preparation of offer.
2.9 By taking part in this Tender, bidders confirm that they are registered for performing of business which is subject of this Tender.
2.10All offers must be submitted in sealed envelope marked “Tender for cleaning services” to the following address, latest by 02 December 2004 by 17:00 hours:
Annex
| Area | Standard | Proposed Cleaning Method | Minimum Frequency | |
| Floors: Carpet, Vinyl, Wood, Marble, Ceramic | Free from dirt, debris, dust and any visible stains at all times, particularly along edges and in corners | Vacuum thoroughly. Wash dry. Polish as appropriate | Daily | |
| Carpet | Free from dirt, debris, dust and any visible stains at all times, particularly along edges and in corners | Machine wash with chemicals | Twice a year | |
| Handrails/Sills/ Window Ledges | To be maintained free from dust | Damp wipe and spot clean | Daily | |
| Windows & Glazing, security bars |
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| Internal | All windows, glass partitions to be clean and free from any visible marks and stains | Wash, clean and buff to shine | Spot clean as necessary | |
| External | Ground floor external glazing to be maintained as above. External glazing for upper floors to be cleaned as per window cleaning requirements | Wash, clean and buff to shine | Spot clean & 3 monthly | |
| Blinds | Blinds to be maintained free from visible dust and stains | Dust and damp wipe | Spot clean as necessary | |
| Work Surfaces Desk/Tables | To be clean and free from any visible dust, dirt and stains | Damp wipe and dry | Daily | |
| Furniture/Furnishings | Tables and chairs to be clean and free from any dust, smears, stains and dirt at all times (including chair, seats and legs) | Damp and wipe and polish | Daily | |
| Seating free from obvious marks, stains and dust at all times | Vacuum, damp wipe, buff to a shine, spot clean & polish | Daily | ||
| All meeting tables to be free from dust, stains and smears at all times | Damp wipe, spot clean & polish | Daily | ||
| Meeting chairs to be free from dust | Vacuum & damp wipe | Daily | ||
| Walls | All tiled surfaces to be free from visible dirt, stains and smears | Damp wipe and buff dry | Weekly & monthly | |
| Cubicle walls to be free from visible stains and smears | Damp wipe & buff dry | Daily | ||
| Painted walls to be free from visible dirt and smears | Damp wipe & dry | (spot clean as necessary) | ||
| Work Surfaces | All kitchen work surfaces to be free from dust, dirt and visible stains at the start and finish of each working day | Wash, disinfect, clean and buff dry | Daily | |
| Wash Hand Basins & Sinks | Wash hand basins, sinks and surrounding surfaces and taps to be clean and free from any build up of dirt, dust, stains, waste matter, tide marks and scale | Wash, disinfect, clean and buff dry | Daily | |
| Doors | Door handles to be free from smears, stains and a visible build up of dirt | Dust, damp wipe and buff dry/ | Daily | |
| Toilets | WC pans, seats and urinals to be free from any visible dirt, stains or smears and sanitised to maintain a high standard of cleanliness at all times | Wash, disinfect clean and buff dry | Daily | |
| Showers | Tiled surfaces to be free from any visible dirt and smears | Damp wipe and cleaned | Daily | |
| Shower basins to be free from any visible dirt, stains, or smears and sanitised with no visible dirt | Damp wipe, de-scale, clean & buff dry | Daily | ||
| All work surfaces and furnishings in the shower areas to be maintained free from dust, dirt and stains | Damp wipe, de-scale & buff dry | Daily | ||
| Mirrors/Glazing | All mirrors and glazing to be free of any dust, dirt, smears and stains | Cleaned and buff to a shine | Daily | |
| Fixtures and Fittings | Including toilet roll holders, soap dispensers, hand dryers, towel rails and roller towel holders to be maintained free from dust, dirt and smears | Damp wipe & dry | Daily | |
| All waste bins to be maintained free for use at all times | Empty – replace liner & wipe clean | (Day staff to complete throughout the day) | ||
| Main walkways | Corners and floor edges to be maintained free from dirt and dust build up | Damp, wipe & clean | Daily | |
| Walls skirtings | Free from visible dust and marks | Damp, wipe & clean | Daily | |
| Walls below 2m – including: light switches, sills, railings | Free from visible dust and stains | Damp, wipe & clean | Daily | |
| Ledges and pictures/notices | Picture and notice frames to be free from visible dust | Damp, wipe, clean & buff dry | Daily | |
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| Glazed pictures/notices to be free from visible dirt, stains, smears and fingerprints | Damp, wipe, clean & buff dry | Daily | |
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| Frames only to be cleaned on non glazed pictures, paintings, prints and notices | Flick dust | Daily | |
| Storage Cabinets 1.5 m and under | Tops of storage cabinets to be free from visible dust | Damp wipe & buff dry | Daily | |
| Storage Cabinets over 1.5 m | Periodic cleaning required to minimise build up of dust | Damp wipe & buff dry | Weekly | |
| Waste Removal |
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| Waste Paper bins | Monitored regularly ensure availability for use at all times | damp wipe & replace liner | Daily | |
| Recycling units Shredding machines | Monitored regularly ensure availability for use at all times | Damp wipe | Throughout the day | |
| Miscellaneous |
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| Wall lights/lamps signage | Maintained free from visible dirt and build up of dust to be clearly visible at all times, free from any build up of dust | Dust & shine | Daily | |
| Smoking Room/Bar/Dining Area | All surfaces to be clean from visible stains | Damp wipe & buff dry | Daily | |
| Ashtrays | Maintain free from debris | Damp wipe, clean, disinfect, clean & spot clean | Daily | |
| Bins | Maintained regularly | Empty & wipe clean | Daily | |
| Fire Exits/Stairways | Stairs and stair wells to be maintained free of any dirt, debris and stains | Litter pick, sweep, vacuum & wash | Daily | |
| Hand rails, railings and guard rails to be free from debris and stains | Damp wipe | Weekly | ||
| Evidence of regular cleaning programmes particularly in respect of corners, skirtings and stain edges | Litter pick, sweep, vacuum & wash | Weekly | ||
| Walls to be maintained free from any visible marks/stains | Damp wipe & dry | Weekly | ||
| Entrance/External, Walkways & Entrance | Maintain free from litter and debris | Litter pick, sweep, empty, dust & vacuum | Daily | |
| External Exits | Handrails, railings and guard rails to be free from visible dirt and stains | Damp wipe & Dry, litter pick & vacuum | Daily | |
| Fire Extinguishing Units | To be maintained free from visible build up of dust | Dust and damp wipe | Weekly | |
| Consumables | Maintain supplies of consumables for all areas ensuring availability throughout normal working day | Fully replenish all units and dispensers | Throughout the day | |
| Daily Cleaning Activities | Carry out daily cleaning programme with no impact on the client business, to maintain cleaning standards throughout normal working hours | Day staff schedule to meet with local area requirements | Throughout the day | |
| Response to Customer Requests | Provide response to Customer calls during working hours. This may include notification of spillages, request for additional rubbish removals etc. | Day staff to respond immediately upon request | In accordance with requirements | |
| Refrigerators | Cleaning programme required to maintain fridges to a hygienic standard, to include defrosting and full clean | Wash, sanitise & buff dry | Daily & Three-monthly | |
| Gym | To be clean and free from any visible dust, dirt and stains | Wash, clean and buff to shine | Daily | |
| Plants | Maintain level of humidity in flower pots | Watering | Twice a week |