Cleaning of Night Shift 2019 - etenders.treasury.gov.za of... · Initials………………. Page 4...

1 Initials…………..

Specification for cleaning of Night shift

Initials……………….

1. DEFINITIONS AND INTERPRETATIONS PRASA – Passenger Rail Agency of South Africa

PRASA CRES- Passenger Rail Agency of South Africa-Corporate Real Estate Agent

STATION PRECINCT- all the areas within the boundaries of the station

CONTRACTOR-the company appointed to carry out the cleaning works for Prasa Cres

BEE STATUS LEVEL OF CONTRIBUTOR- Black Economic Empowerment as define in the

BEE ACT

BBBEE- status received by a measured entity based on its overall performance using the

relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment,

issued in terms of the Broad Based Black Economic Empowerment

BIDDER-a person or a company with a written offer in a prescribed or stipulated form in

response to an invitation by an organization for the provision of services, works or goods through

price quotations, advertise competitive bidding processes.

SUB-CONTRACT- primary contractor’s assigning, leasing, making out to, or employing another

person to support such primary contractor in the execution of part of a project.

CONTRACT- Legal agreement with terms and conditions

SLA-Service level Agreement


SECTION A

2. RENDERING OF HIGH QUALITY CLEANING SERVICES FOR JOHANNESBURG

PARK STATION-(INTERNAL AREAS).

The objective of the specification is to appoint a suitable Service Provider that can render high

quality 24 hours cleaning and hygiene services in PARK STATION.

Physical Address:

Cnr Leyds & Loveday

Braamfontein

Prasa wishes through this contract to secure timely, consistent and cost effective high quality

cleaning and hygiene services from the contractor.

It is PRASA’s general objective that the contractor maintains cleanliness and improvement of

general conditions and appearance of all Areas (Internal Areas) in a suitable manner, at

affordable maintenance while ensuring compliance to general occupational Health and Safety

Applicable Legislation

3. THE PRIMARY OBJECTIVE OF THIS CONTRACT IS TO: · Procure the service of a cleaning contractor who will be fully responsible for cleanliness of

MAIN CONCOURSE at PARK STATION.

· To contract for cost effective and effective cleaning and professional high quality services

· Provision of safe cleaning methods that consider commuter flow inside the concourses and public areas


3.1 Ensure that the entire Park Station reflects image of PRASA. The Areas includes:

· Shosholoza Meyl waiting area

· Bus transit area (including bus ticketing and boarding gates)

· Main concourse area

· Y concourse

· Eastern concourse

· Food court

· Mezzanine level

· Ablutions

· Lifts

· Staircases

· Benches and columns

· Shopfronts

· Escalators (attending to litter and spillage)

4. SAFETY AND HOUSEKEEPING · 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.

· The contractor shall submit a Health & Safety Plan, which will include Risk Assessment

with proposed work method and request for approval for site access. Only when approval

is granted shall the contractor occupy operating space for the duration of the contract.

· Good safety and housekeeping practices will be entrenched in working methods and

practices.

· 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 the regulations.


· Regular and routine or ad-hoc inspections of compliance with safety and housekeeping

will be undertaken and necessary corrective actions immediately implemented.

5. MAINTENANCE RECORDS AND REPORT

· The CONTRACTOR is to 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.

· The CONTRACTOR is to produce monthly reports indicating the daily resource

deployment for the month, adhoc costs, and costs depicting the monthly contract fee,

consumable allocation per facility with costing, walk-about findings, non-conformances and

all actions taken.

· 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.

· Control Documents: Control documents will be placed at the Area offices 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.

· The contractor shall also provide the PRASA CRES Area Office with documentation

indicating the daily activities, i.e. starting, tea, lunch and finishing time, of the cleaning

staff.

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


6. CONTRACTOR’S OBLIGATIONS · The CONTRACTOR

hereby agrees and warrants that she/he shall carry out in an efficient, expert and

responsible way his/her duties and obligations of rendering services to PRASA CRES in

terms of the agreement

· For the purpose of

rendering the service in terms of this agreement, the contractor shall use equipment,

which is in good working condition, that will not damage the area..

· The Project Manager

who has the power to audit and request documentation of any equipment used by the

Contractor.

· The Contractor is

bound to investigate and attend to any complaints received in respect of service rendered

and shall respond to such complaints within 24hrs after receiving such complaint.

7. PRASA CRES Shall: · Conduct business in

a courteous and professional manner with Service Provider. · Not accept

responsibility of accounts/expenses incurred by the Service Provider that was not agreed

upon by the contracting parties.

· Not accept

responsibility/liability of any damages suffered by the Service Provider or personnel for the

duration of the project.

· PRASA CRES and

Service Provider will enter into a Service Level Agreement upon appointment of the

suitable Service Provider. This specification will also form part of the SLA.


SECTION B 8. SCHEDULE OF EXPECTED LEVEL OF CLEANLINESS

GENERAL Expectations: The precinct will be considered at acceptable level of cleanliness in all areas when the following conditions apply DAILY. 1. No graffiti on all tiled surfaces and tiled walls at all times. 2. All areas are free of litter and weed growth (especially the platform area) at all times.

3. No bags of litter in any other area within the precinct, other than the allocated refuse area.

4. All areas are free of stains and dust/dirt at all times

5. All areas are free of papers, peels, cans/bottles, cigarette butts, leaves, excrement, used and unused condoms, bad smells, stagnant water, dirt bags, rodents, dead animals, weed,

6. Overflowing dirt bins.


ENTRANCES Expectations: Entrances are at an acceptable level of cleanliness when the following conditions apply DAILY.

1. Garbage containers are free of dirt/dust, debris and marks.

2. Floors and steps are free of dirt/dust, debris or stains. Floor finish has depth and shine. Floors are water free.

3. Tables, chairs and/or benches are free of dirt/dust, debris and stains.

4. All glass and mirrors are free of dirt/dust, and stains.

OFFICES

Expectations: Offices are at an acceptable level of cleanliness when the following conditions apply DAILY. 1. Garbage containers are free of dirt/dust, debris and marks. 2. Floors are free of dirt/dust, debris or stains. Floor finish has depth and shine.

3. Hand soap and paper dispensers are free of dirt/dust, debris and marks and filled with appropriate hand soap and paper product.

4. All carpets are free of dirt/dust, debris and stains.

5. Sinks are free of all dirt/dust, debris and marks.


7. Windows coverings are free of dirt/dust, and stains.

8. Light fixtures and lenses are free of all dirt/dust and operating properly.

9. Air fussers and grates free of dust/dirt, debris and stains.

10. Desks and flat surfaces are free of dirt/dust, debris and stains.

11. Walls, doors, electrical switch plates are free of dirt/dust, debris and marks.


5. Base boards are free of dirt/dust, build-ups and marks.

6. Window coverings are free of dirt/dust, and stains.



9. Walls, doors, shelving, lockers and electrical switch plates are free of dirt/dust, debris and

marks.

10. Carpets are free of dirt/dust and stains. Walk-off matting vacuumed for both water and dirt build-up as required at minimum alternate days.

11. All entrances are glass free.

CORRIDORS

Expectations: Corridors are at an acceptable level of cleanliness when the following conditions apply DAILY. 1. Garbage containers are free of dirt/dust, debris and marks. 2. Floors are free of dirt/dust, debris or stains. Floor finish has depth and shine. Corridors to be

swept minimum twice during the day shift and minimum of once each shift after that and auto scrubbed/damp mobbed as required.



5. Carpets are free of dirt/dust, and stains. 6. Base boards are free of dirt/dust, build-ups and marks.

7. Window coverings are free of dirt/dust, and stains. 8. Light fixtures and lenses are free of all dirt/dust and operating properly. 9. Air fussers and grates free of dust/dirt, debris and stains.


ACCESS AND CONCOURSE AREAS Requirements: Concourses within the precinct will be maintained as required. 1. All access areas and concourses to be scrubbed every night using automatic/electronic

scrubbers. 2. Spot Cleaning should be done regularly using 750ml polyspray bottles with natural

soap/detergent that is SABS approved and with neat mops.

3. Regular mopping where big spillages occurred should be carried regularly using double bucket trolleys with wringer and neat mops.

4. There should be continual use of dust mop sweepers all day to remove dust from the floor

surfaces.

5. All wall surfaces shall be free of dirt and spillages at all times.

6. All glazing in the public areas to be cleaned daily using natural soap/detergent and clean cloths.

7. No plastic/refuse bags to be kept on the Access areas and concourses.

PUBLIC ABLUTIONS FACILITIES/TOILETS Requirements: Public Ablution Facilities will be maintained as required to enable management, staff, and any other persons who have reason to enter, to use the facility safely and hygienically.

1. Public ablution facilities must be kept in a clean and tidy condition and free of bad odor

throughout the day.

2. Public ablution facilities floors to be scrubbed every night using a detergent.

3. There shall at any given time always be a cleaning person in the public ablution facilities.

4. There shall be a person neatly dressed in uniform assigned to welcome each person visiting the toilet 24 hours a day 7 days a week.

5. Public ablution facilities must be inspected regularly for cleanliness by the cleaning staff and quality inspected, on 30 minutes basis during the peak period and hourly during off-peak period, by the cleaning supervisor of the contracting company and the traceable quality inspection checklist signed-off.

6. Inspection checklist to include all defects including maintenance defects and these must be


elevated to the facilities manager for maintenance response.

7. Graffiti to be removed from all tiled surfaces on a daily basis.

8. All public ablution facilities must be free of dirt and litter at all times.

9. No plastic bags to be stored in the toilet facilities.

10. Timed air fresheners must be cleaned and replenished with air freshener on regular basis, under no circumstance should the timed air fresher be found empty.

11. Soap dispensers must be cleaned and replenished with hand soap on regular basis, under no circumstance should the soap dispenser be found empty.

12. Moist toilet seat wipes holder must be cleaned replenished with toilet seat wipes on regular basis, under no circumstance should the holder be found empty.

13. Lockable toilet roll holders must be cleaned and replenished with quality toilet roll on regular basis, under no circumstance should the toilet roll holder be found empty.

14. Hand towel holder must be cleaned and replenished with a hand towel on regular basis, under no circumstance should the hand towel holder be found empty.

15. Waste must be removed on the waste and SHE bins at all times.

16. Mirrors must be cleaned and spotless at all times

17. Condom holders must be cleaned and spotless at all times


ACCESS CONTROL CUBICLES

Requirements: Access Control Areas will be maintained as required. 1. Floors to be scrubbed once a day using a strong surface cleaner or more often if prevailing

circumstances dictate it. 2. Walls to be scrubbed down once per week. 3. Access Controllers cubicles to be free of litter and dirt/dust at all times. 4. Remove stains and bubble from the floors. 5. Guard rails to be wiped clean daily with a sanitizer and must be polished 6. Access control areas must be free of dirt and litter at all times. 7. No plastic bags to be stored in the Access Control Areas.

LOUNGE WITHIN STATION BUILDING

The lounge will be maintained as follows:

1. Reception area/foyer- must be kept spotless clean at all times, free from dust.

2. Scrub and thoroughly clean the kitchen with appropriate chemicals and equipment

suitable to remove grease in all areas including all items within the kitchen.

3. Ablution facilities must be kept in a clean and tidy condition and free of bad odor at all times Timed air fresheners must be cleaned and replenished with air freshener on regular basis, under no circumstance should the timed air fresher be found empty.

4. Soap dispensers must be cleaned and replenished with hand soap on regular basis;

under no circumstance should the soap dispenser be found empty.

5. Moist toilet seat wipes holder must be cleaned replenished with toilet seat wipes on regular basis; under no circumstance should the holder be found empty.

6. Lockable toilet roll holders must be cleaned and replenished with quality toilet roll on regular basis, under no circumstance should the toilet roll holder be found empty.

7. Hand towel holder must be cleaned and replenished with a hand towel on regular basis; under no circumstance should the hand towel holder be found empty.


8. Waste must be removed on the waste and SHE bins at all times.

9. Mirrors must be cleaned and spotless at all times

10. Carpets must be clean and stain free

11. Seats (upholstery/Velvet) must be clean and stain free

12. Tables must be dirt free

13. Glass doors/sliding door must be spotless clean

CLEANING AT HEIGHTS ABOVE 2.4M To provide cleaning services for both internal and external windows and any other surface above 2.4 meters including the dusting inside concourses. The service provider shall ensure the following:

1. Staff are fully equipped

2. Staff trained and supervised as per legislative

3. Requirements particularly in respect of regulations about working at heights

4. Windows and glass surfaces are free of dust, fingerprints, stains, smudges and markings with a dry streak/smear free finish achieved on completion of each clean

5. Provide appropriate cleaning equipment and safety gear for the specific function. SHOWERS AND CHANGE ROOMS

Expectations: Wash rooms, change rooms and showers are at an acceptable level of cleanliness when the following conditions apply DAILY.

1. Garbage containers are free of dirt/dust, debris and marks.

2. Floors are free of dirt/dust, debris or stains. Floor finish has depth and shine

3. Hand soap, feminine hygiene and paper dispensers are free of dirt/dust, debris and marks and filled with appropriate hand soap and paper product.




6. Base boards are free of dirt/dust, buildups and marks.

7. Lockers are free dirt/dust, build ups and marks

8. Window coverings are free of dirt/dust, and stains.



11. Desks and flat surfaces are free of dirt/dust, debris and stains.

12. Walls, doors, electrical switch plates are free of dirt/dust, debris and marks.

13. Hand basis, partitions, piping, toilets, urinals, floor drains, are free of dirt/dust, debris,

marks and stains and sanitized daily.

14. Washrooms are spot-checked for cleanliness and vandalism as well as re-stocked as needed. Corrections made as needed after each and every hour.

STAIRS WITHIN THE CONCOURSES AND ALL ACCESS WAYS

Requirements: Subways and stairs will be maintained as required.

1. Floors to be scrubbed once a day using a strong surface cleaner or more often if prevailing circumstances dictate it.

2. Walls to be scrubbed down once per week.

3. Stairs and floors to be swept regularly and hosed down once a week.

4. Clean storm water channels daily.

5. Foot path (access to the station) to be kept clean at all times.

6. Subways must be free of dirt and litter at all times.

7. No plastic bags to be stored in the subway.


EXTERNAL PAVED AND TARRED AREAS

Requirements: within the precinct will be maintained as required.

1. Regular sweeping of these areas using platform brooms and dirt picked up using metal hooded dust spans.

2. Foot paths must be kept cleaning by sweeping and picking up of dirt using platform

brooms and metal hooded dust spans. 3. Storm water channels must be cleaned and cleared of dirt daily.

4. All dirt must be put in refuse bags and wheelie bins and transported to agreed refuse

areas.

5. Surfaces shall be free of dirt and spillages at all times.

6. No plastic/refuse bags to be kept on the Access areas and concourses.

STATION PLATFORMS AND RAIL TRACKS AREAS

Requirements: Station platforms and railway track areas within the precinct will be maintained as required.

1. Platform surfaces to be swept daily on a regular basis, and scrubbed every second day.

2. Scrubbing of platforms to be carried off peak, unless otherwise instructed in writing by the Station Manager.

3. Platforms to be water pressure cleaned once a week with detergent and degreaser.

4. All platforms within the station precinct must be free of dirt, litter grass and weeds at all times.

5. All tracks within the station precinct must be free of dirt, litter or any spillages.

6. All tracks must be blown with a power blower regularly and the litter picked up

immediately and put into refuse bags.

7. No plastic bags to be stored on the platform or the rail track. These will only be stored in a place to be agreed upon between the contractor and the Facilities Department.


STAIRCASE AND ALL ACCESS WAYS

Requirements: Stairs and access ways will be maintained as required.

8. Floors to be scrubbed once a day using a strong surface cleaner or more often if prevailing circumstances dictate it.

9. Walls to be scrubbed down once per week.

10. Stairs and floors to be swept regularly and hosed down once a week.

11. Clean storm water channels daily.

12. Foot path (access to the station) to be kept clean at all times.

13. Subways must be free of dirt and litter at all times. 14. No plastic bags to be stored in the subway.

COOKHOUSE

Requirements: Cook house will be maintained as required All dirt must be put in refuse bags and wheelie bins and transported to agreed refuse areas. Floors must be swept & mopped daily Floors must be thoroughly scrubbed at night. FLEA MARKET

Requirement: Flea Market will be maintained as required

The entire area must be free of dirt, litter or any spillages Paved area must be thoroughly washed/scrubbed during off peak every second day

All dirt must be put in refuse bags and wheelie bins and transported to agreed refuse areas.

OTHERS 1. Basins – wet wipe with hard surface cleaner, remove minerals deposits, fill liquid

soap holders and paper hand towels dispenser when needed.


2. Blinds – vertical: remove dust, horizontal: damp wipe

3. Carpets – vacuum- high traffic and low traffic. Remove spots and stains as

necessary. Interim clean as required. Restorative clean as required.

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

5. Chairs – cloth: vacuum, spot clean as necessary and shampoo as required. Vinly

and leather – dust, daily and damp wipe fortnightly

6. Desks – natural, unsealed woods- dust. Sealed woods-polish. Sealed

wood/glass/formica-dust or damp wipe daily and polish weekly.

7. Doors – remove fingers marks on glass and push plates daily, dust or damp wipe

monthly and damp wipe door handles weekly

8. Electrical equipment – dust daily, damp wipe weekly. Wet wipe and rinse inside

surface of microwaves weekly or as necessary.

9. Mirrors – in washrooms- wet wipes and dry daily or as necessary. Ornamental – use

glass cleaner weekly.

10. Radiators/aircons – dust and damp wipe

11. Refrigerators – damp wipe top daily, damp wipe doors and sides daily

12. Rubbish bins – empty and damp wipe daily and remove stains and disinfect weekly,

or necessary.

13. Shelves – dust those that are empty weekly and damp wipe when shelves are

cleaned as required.

14. Sinks – wet wipes as necessary daily

15. Skirting – wet wipe with hard surface cleaner weekly and remove stains and/ or

marks when necessary.

16. Tables in canteens wet wipe daily, other areas as for desks

17. Taps – wet wipes with hard surface cleaner daily and remove mineral deposits

monthly

18. Telephones – dust and damp wipe with disinfectant weekly.

19. Floors : resilient

ü High traffic – remove dust with mop – or disposable cloth sweeper three times

weekly. Damp mop for soilage as necessary. Spray clean and burnish using a mechanized

system three times weekly. Light scrub and apply maintenance coat as necessary. Strip and

reseal as required.


ü Low traffic – remove dust with mop or disposable cloth sweeper daily. Damp mop

for soilage as necessary. Spray clean or burnish using mechanized system weekly. Light

scrub and apply maintenance coat as necessary. Strip clean and reseal as required.

20. 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 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.

21. Urinals – Remove litter as necessary. Wet wipe with hard surface cleaner or

disinfectant daily. Wet wipe and dry wipe flushing mechanism daily. Mop step and /or floor at

urinal with disinfectant as necessary. Remove minerals deposits from gullies and drains

monthly.

22. Walls/Windows sills- Spot clean as necessary. Wet wipe and dry washable

surfaces twice annually.

SECTION C

1. CYCLIC DEEP CLEANING REQUIREMENTS & EXPECTATIONS

The contract shall make provision for a weekly deep cleaning schedule to improve the general

condition of PARK STATION main concourse as specified on the specification.

The contractor shall provide a programme for deep cleaning outside of operational hours, where

possible deep cleaning will be allowed within operational hours.

2. OPERATING TIMES

This contract shall make provision for 24 hrs shift, operating 24/7 weekdays, weekends and public

holidays. It should however be noted Park Station has always a considerable number of people

throughout the day as it is a Junction.


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.


3. STANDARD METHODS OF CLEANING AND FREQUENCY

FACILITY AREAS DESCRIPTION OF SERVICE FREQUENCY

Public ablutions facilities whole ablution blocks

Empty and clean all waste receptacles Continuously Clean and sanitize al toilets bowls basins and urinals Continuously clean all mirrors Daily Damp mop with disinfectant Daily Spot clean walls, doors and partitions Daily Refill/provision of toilet papers Continuously replenish hand soap Continuously Basins - wet wipes with hard surface cleaner Daily Basins- remove minerals deposits Daily


Platforms and railway tracks

Platform areas

Sweep all platforms Daily (at night)

Litter picking Continuously High pressure clean Weekly Clean the benches Daily Clean signage boards on the platform Daily

Railway tracks. Note: Employees work under protection on tracks and only during non-operational hours

Remove papers and other foreign objects - clean the railway tracks up to 200m beyond edge of both sides of the platform

Daily

Grass and weeds Remove grass and weeds Weekly



Station( Concourse areas) including walls, Ceilings and paintworks-all around the station)

Glass and metal work Spot clean glass doors

As and when necessary

Clean and polish all bright metal fittings Weekly

Windows Clean windows Monthly

Surface/floors

Spot clean all areas (including sweeping the dust etc.) Daily Scrub the floors Daily Detail cleaning Daily

Walls and doors Glass walls, Doors and light switches Daily Waiting benches Clean benches Daily

Air vents Dust and wipes air vents once every two months

Every second month


Station entrances, walkways and staircases

All areas around entrances, walkways, corridors, staircases

Sweep clean building surrounds. Continuous Dust/wipe clean walls Weekly Wipe clean signs and lettering Daily Walk-off matting vacuumed and/ or clean Daily Corridors to be swept and auto scrubbed/damp mobbed as required Daily Access areas and concourses to be scrubbed. Daily

Air vents: dust and wipe air vents once every two months

Every second month

Remove grass and weed Weekly FACILITY AREAS DESCRIPTION OF SERVICE FREQUENCY

Lifts and escalators

All areas around the lifts and escalators

Wipe clean landings, remove all dirt butts, etc Daily Wipe clean handrails Daily Wax-polish lifts handrails Monthly Spot clean deck panels Continuously Thoroughly clean side panels Daily



Waste removal Bins

Empty bins Daily

Wash refuse container/bins As and when required

Wash /Wipe floors with chemicals Daily FACILITY AREAS DESCRIPTION OF SERVICE FREQUENCY

Glass areas

Bus boarding gates, Food court, Shosholoza Meyl offices, Mezzanine entrance, Car rental entrances

Clean wash windows Weekly


Parking Area and common external areas

All common areas and parking

Sweep surfaces Daily Remove papers, peels, cans/bottles, cigarette butts, leaves, excrement, bad smells, stagnant water, dirty bags, rodents, dead animals, overflowing dirt bins

Daily

Remove Grass and weed Weekly

4. SAFETY AND HOUSE KEEPING

Good safety and housekeeping practices will be entrenched in working methods and practices.

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 the regulations

Regular and routine or ad-hoc inspections of compliance with safety and housekeeping will be undertaken and necessary corrective actions immediately implemented.


SECTION D

REFERENCE TO CLEANING AND CLEANING SPECIFICATIONS

Summary of performance indicatives

A: Level of Cleanliness Weight SCORE

% SCORE

Sub-

Weight 1 Platform & Tracks 20% 2 Offices 5% 3 Ablution facilities 25% 4 Entrances and Access Ways 5% 5 Concourse 30% 6 Stairs, Lifts 10% 7 Parking 5% 8 Access Control points 10%

100%

A: Level of Service measurements (FLAGSHIPS) Weight

MEASUREMENT CRITERIA No. Description 0 = NON COMPLIANT 1 = FULLY COMPLIANT

Sub-

Weight SCORE %

SCORE A1 24 hrs. cleaning Service 30% A2 Odourless and no bad smell 20% A4 Detailed cleaning and window cleaning 15% A5 Scheduled hygiene services 20% A6 Spot checks: Supervision and control of cleaning service 15%

100%


Performance indicatives

1 = POOR/UNACCEPTABLE 2 = NEEDS ATTENTION ON SPECIFIC AREAS 3 = ACCEPTABLE 4 = GOOD 5 = OUTSTANDING

Sub-

Weight SCORE %

SCORE Platforms All platforms are free of dirt, litter, grass debris and weeds 30% All tracks are free of dirt, litter or any spillages 30%

No plastic bags to be stored on the platform or the rail track. 10%

No stagnant water, leaking sewerage 15%

No graffiti 5%

Platform smooth and free of dust 10%

Sub-

Weight SCORE %

SCORE Offices Garbage containers are free of dirt/dust, debris and marks. 10%

Hand soap and paper dispensers are free of dirt/dust, debris and marks and filled with appropriate hand soap and paper product.

15%

All floors and carpets are free of dirt/dust, debris and stains. 10% Sinks are free of all dirt/dust, debris and marks. 15% All glass and mirrors are free of dirt/dust, and stains. 10% Windows coverings are free of dirt/dust, and stains. 10%

Desks and flat surfaces are free of dirt/dust, debris and stains. 15%

Walls, doors, electrical switch plates are free of dirt/dust, debris and marks. 15%


1 = POOR/UNACCEPTABLE

2 = NEEDS ATTENTION ON SPECIFIC AREAS

3 = ACCEPTABLE

4 = GOOD 5 = OUTSTANDING

Sub-Weight SCORE

% SCORE

Ablution facilities

Ablutions (floors and walls) are free of dirt/dust, debris and marks.

10%

Hand soap and paper dispensers are free of dirt/dust, debris and marks and filled with appropriate hand soap and paper product.

15%

Waste and SHE bins 10% Sinks are free of all dirt/dust, debris and marks. 10% All glass and mirrors are free of dirt/dust, and stains. 10% Windows coverings are free of dirt/dust, and stains. 10%

Timed air fresheners cleaned and replenished: No bad odour/smell 20%

Soap dispensers cleaned and replenished 5% Toilet seat cleaned and wiped 5% Lockable toilet roll holders cleaned and replenished 5%

Sub-

Weight SCORE %

SCORE Access and entrances

Floors are free of dirt, debris and spotless (Tiles shiny and dust free)

25%

Windows coverings are free of dirt/dust, and stains. 15%

Walk of entrance free of litter, debris & soil at all times,

Entrances are free of litter, dirt/dust/soil/ over flowing bins, free of grease/oil at all times 25%

Entrances must be scrubbed at all times 15% No plastic bags visible to public 10% Guard rails free of dust and dirt 10%


Sub-

Weight SCORE %

SCORE

Concourses Windows must be free of dust, fingerprints and stains at all times

10%

No bags of litter lying around other than allocated refuse area

20%

All wall surfaces must be free of dirt & pillages at all times

15%

Signage boards must be free of dirt, dust build-up & marks

20%

Chairs benches must be free of dirt , dust, fingerprints 15%

Windows coverings are free of dirt/dust, and stains. 10%

Floors tiles are free of spillage, litter, dust at all times (Tiles shiny and dust free)

10%

1 = POOR/UNACCEPTABLE 2 = NEEDS ATTENTION ON SPECIFIC AREAS 3 = ACCEPTABLE 4 = GOOD 5 = OUTSTANDING

Sub-Weight SCORE

% SCORE

Stairs, Lifts and Escalators

All stairs to free of dirt, plastics, papers at all time 15%


20%

All areas to be free of grease 15%

Lifts must be free of fingerprints, dust 20%

All areas must be free of spillages at all times 15%

Handrail must be shiny, free of dust, finger prints. 15%

Sub-

Weight SCORE %

SCORE Access control points

No Graffiti on all tiled areas 15%

No plastic/refuse bags to kept at access control points 15%

Foot paths must be free of dirt, stains and spillages at all times

15%

gates must be polished & shinny at all times 20%

Hand rails and the entire area must be kept clean at all times.

20%

All access control booths must be cleaned at all times, free of stains, marks, dust. 15%


Sub-

Weight SCORE %

SCORE

Parking Paved & tarred areas must be free of dirt or any spillages

15%


15%

All areas are free of litter & weed growth 10%

Paved & tarred areas must be swept, free of soil. 15%

No overflowing of rubbish bins 10%

Bus terminals must free of dirt or any spillages 15%

All areas must be grease free at all times 20% SECTION E TERMS AND CONDITIONS

1. PENALTIES 1.1 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 the 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 contract.

1.1.1.1. Penalty for poor quality of work shall be imposed subject to Max of 10% of

monthly payable value. The decision regarding Penalty and Imposing penalty

shall be of PRASA Cres. This is in addition to the proportional amount to be

deducted for non-conformance or not carrying out the work.

1.1.1.1.1. If the team leader or Supervisor, cleaning staff are found absent or

short, a deduction at the rate of equivalent to daily wage per employee.

1.1.1.1.2. If during inspection, the workers are not found in uniform, penalty of

R 1 000.00 per employee per day will be imposed.

1.1.1.1.3. If during inspection, the workers are not found in proper PPE

(personnel protective equipment) a penalty up to R 1000, 00 per employee

per day will be imposed.


1.1.1.1.4. In case of unavailability of proper chemicals for described usage,

penalty up to R 2 000.00 per day will be imposed.

1.1.1.1.5. In case of unavailability of Hygiene services for described usage,

penalty up to R 5 000.00 per day will be imposed.

1.1.1.1.6. In case of unavailability or use of improper hand tools and

equipment e.g. mops, machines, caution signage etc. a penalty of

R1 000.00 per incident per day shall be imposed.

1.1.1.1.7. In case contractor’s employees embarked on strike and contractor

cannot provide contingency plan, a penalty of R 10 000.00 will be imposed.

1.1.1.1.8. In case of unavailability of consumables e.g. toilet papers, air

fresheners, liquid hand soap etc. penalty of R 1 000.00 per incident shall

be imposed.

1.1.1.1.9. In case of toilet found smelling bad, not cleaned, no inspection

checklist and dirty, a penalty of R 1 000.00 per incident shall be imposed.

1.1.2. DEFAULT

If the contractor

Has abandoned the contract/site: or

Is not executing the service in accordance with the contract or is persistent of

flagrantly neglecting to carry out his obligation under this contract:

PRASA delegated contracts 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

2. UNSAFE WORKING ENVIRONMENT Any PRASA CRES Risk and Compliance representative or Safety Advisor reserves the right to

halt Service Provider from performing the work, if there is a proof of unsafe working conditions,

methods/procedures. The service provider can only be permitted to proceed with the Work after

implementation of safe working methods/procedures.


3. OPERATING TIMES

The tracks and railway operating tunnel shall only be cleaned during the operating off-peak period

during weekdays and weekends. The track cleaning shall be done under protection and with

approved Health and Safety Plan.

4. CLEANING PERSONNEL A great attention shall be given to good presentation and appearance of the cleaning personnel.

Cleaning personnel shall be dressed in clean appropriate uniform showing Company’s badge,

PRASA LOGO and their name identification and shall be wearing appropriate PPE during the

implementation of cleaning services. NB: The specification for the uniform shall be approved by

PRASA.

All cleaning personnel shall display standardized access cards with their pictures and names on

during operating hours.

Every shift, the contractor shall provide adequate number of cleaning personnel as per

agreement.

5. SUPERVISORY INSPECTION

The contractor shall implement a daily supervision schedule of all facilities under the contract.

Hourly (every hour) inspections of the all ablution facilities for durations of operating times and

signed inspection sheet located in the facilities

Every shift shall have a working competent supervisor appointed by the service provider

A daily personnel register on duty must be signed off by the supervisor and the client’s

representative. The register must be submitted to the employer.


The immediate check of the supervisor shall be to ensure that each ablution facility has toilet

paper and other sanitary material, continuously for the duration of the contract. And that shall be

reflected in the inspection report.

Toilet paper (s) shall be readily available at all ablution facilities all the times. Odor block shall be

inside urinals all the time.

6. QUALITY MANAGEMENT

All services performed under this contract shall be subjected, before payment, to inspections by

PRASA CRES which may withhold payment when in its opinion any service has not been

performed in accordance with the requirements of the contract. Payments for service will be made

monthly by PRASA CRES only if the service has been rendered to the satisfaction of PRASA

CRES

7. TRAINING

The contractor shall ensure cleaning personnel are trained on how to use chemicals and

equipment correctly prior commencement of the contract.

Safe workings rules and ensure personnel are familiar and understand safety

8. CLEANING MATERIAL & MACHINERY

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

The service provider will supply its own cleaning equipment and chemicals at their own cost.

Material safety Data Sheets (MSDS) to be available

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

The client will provide water supply and electricity, in the event where the water supply is

disrupted or the client runs out of water the service provider needs to provide alternative means to

get water to ensure all facilities are kept cleaned.

All safety precautions stipulated by the client shall be strictly adhered to


9. AMENDMENTS

NB: Prasa Cres reserves the right to amend specification requirements and deployment as it may

deem fit in achieving the desired results on planned and unplanned events.

10. MEETINGS

For the purpose of feedback on operational issues and for evaluation of performance, the Service

Provider or his/her duly authorized rep and PRASA rep shall on a specified period convene.

11. SUB-CONTRACT

The service provider shall not without prior written consent of the client’s subcontract or transfer

responsibility to other contractor.

11. THE SERVICE PROVIDER SHALL ENSURE COMPLIANCE IN ALL STATUTORY AND

REGULATIONS APPLICABLE TO THE INDUSTRY WHERE THE SERVICE IS RENDERED.

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

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

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

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

National Railway Safety Regulator Act (16/2002)

PRASA regards the following as major contravention with the Agreement and PRASA shall in

such cases/circumstances penalize the service provider

Operational (that may impact on our stakeholders and may affect revenue generation)

Safety (non – compliance to National Railway Safety Regulations Act (16/2002)

Cleaning Standards (as prescribed in the agreement)


12. EMPLOYEE REMUNERATION

The service provider shall be expected to remunerate its employees at the applicable rate as per

Government Gazette and shall be expected to do so at the end of the every month or at the

beginning of every month over the contract period with Prasa.

13. CONTRATOR GIVING STAFF OFF

When the contractor gives his/her staff off for any of the under mentioned reasons/she should

replace the number of workers that he/she has given off immediately, to keep the staff strength

(numbers) at all the levels as agreed upon at all times.

· Yearly Leave

· Casual Leave

· Absconded

· Sick Leave

· Strike

· Maternity Leave

· Family Responsibility

14. STRIKES AND DISRUPTIONS

In the event the Contractor’s employees engage on strike, the contractor will be required to

provide contingency plan.


15. SPECIAL CONDITION OF CONTRACT Service provider to absorb 100% cleaners that are on site

16. STAFF FACILITIES AND STORE ROOM

Where PRASA CRES has facilities for station cleaning personnel and cleaning equipment, these

facilities will be available to the contractor and his/her staff. These facilities remain property of

PRASA CRES therefore they should be kept neat and tidy by the cleaning contractor and his/her

employees at all times

17. QUANTITIES

PRASA CRES reserves the right to reduce and/or increase the quantities, as set out in the scope

of work and schedule of quantities prior to the award of the tender and during the course of the

contract

18. CANCELLATION

PRASA CRES reserves the right to cancel the contract or any part of the contract at any time in

the event of poor service delivery on the service provider or any breach of contract.

19. THE FOLLOWING DOCUMENTS SHALL BE RETURNED WITH THE TENDER

DOCUMENT. · A detailed cost breakdown of cleaning material, equipment, staffing and overheads. Only

firm prices will be accepted. The pricing must be fixed for the duration of the contract.

· Company Profile with contact details and addresses

· Detailed list of current and completed contracts of the similar nature

· Proof of public liability (Certified copy by insurance company/letter of Intent from the

Insurance company (indicating R2m comprehensive cover)

· Proof of workmen’s Compensation (COIDA)


· Contract of the similar previous project with contactable references

· A valid tax clearance certificate

· Company Registration Certificate

20. IMPORTANT NOTE:

NB: NON SUBMISSION OF THE ABOVE REQUIREMENTS WILL INVALIDATE YOUR TENDER

The contractor shall perform the duties, functions and all other work described in “Schedules of

Expected level of cleanliness Methods, Frequency and Expectation” in a consistent and

professional manner. The contractor shall furnish all labor, material, machinery and appliances

that may be necessary or appropriate for the performance of the work, including all related

management, supervisory and administrative services, with the monthly rate.

21. TENDERER

Signed by .....................….........………………. Signed at………………………..on

this.................... Day of..................... 2017

Signature

…………………………………..

WITNESSES:

1. ..........................................

2. ……………………………….


PRICING SCHEDULE

SECTION I – SERVICES AND CONSUMABLES

Description Qty Unit Price

Price

Per Month

Refuse plastic bags for bins in the offices, platforms and concourse

Chemicals required to provide the cleaning service (offices, floors, platforms and toilets)

TOTAL


SECTION II – STAFF AND SHIFTS

This section is to be completed in terms of the Basic Conditions of Employment Act, No – 75 of 1997.

(Sectorial Determination 1: Contract cleaning sector, South Africa).

Regulation of working time: Chapter Two;

Ordinary hours of work: Section 9

No employer shall require or permit an employee to work more than –

(a) 45-hours in any week;

(b) Nine hours in any day if an employee works for five days or less in a week; or

(c) Eight hours in any day if an employee works on more than five days in a week.

Costs to include:

o Joint Service Board Levy

o Uniforms

o Training Levy

o Workmen’s Compensation

o Unemployment Insurance Fund

o Relief Staff (where necessary)

o Public holidays


Type of Service No. of

Staff

Monthly Salary (excl. public holidays) per person

Monthly Salary (excl. public

holidays)

Night shift 22:00 to 6:00

Assistant contracts manager 1 R 7 200.00 R 7 200.00

Supervisor 1 R 4 871.77 R 4 871.77

Cleaners (includes relief staff) 50 R 3 789.19 R 189 459.5

Overtime and Team Leader Allowance

TOTAL R 201 531.27


SECTION III – EQUIPMENT REQUIREMENTS

Service provider to familiarize themselves with the site conditions and recommend the quantity of equipment they propose and a monthly charge to it. Note additional equipment and or machinery can be added or omitted from the list.

Description

(As part of site register) Quantity Price per Month

Auto scrubber 1

Scrubber for malls and back passages 2

Cleaning buckets 15

Single Disc machine 1

TOTAL

SECTION IV – OVERHEAD AND OPERATIONAL COST

Description of Service

Price per Month

Overhead and operational cost

Please note this amount will be the amount that the client considers as the contractor profit.

All the other amounts quoted needs to be actual cost to the contractor.


TOTAL (EXCLUDING VAT)

SECTION V – SUMMARY OF COSTS

Price per Month

Section I - Cleaning chemicals

Section II – Staff and Shifts

Section III – Equipment Requirements (No Spaghetti Mops Accepted)

Section IV – Overhead and operational cost

TOTAL

TOTAL CONTRACT PRICE PER MONTH (EXCL VAT)

Cleaning of Night Shift 2019 - etenders.treasury.gov.za of... · Initials………………. Page 4...

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