Government Pensions Administration Agency (GPAA):

Transcription

1 Government Pensions Administration Agency (GPAA): Request for proposals to provide hygiene, pest control and cleaning services at the GPAA s Head Office (Pretoria) Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 1

2 Justice Mohammed Southpansberg Road N Johannesburg Map to Government Pensions Administration Agency (GPAA) 34 Hamilton Street, Arcadia (012) Polokwane R101 Pretoria East/ Monument Keep to Sunnyside signs Robert Sobukwe Sterland Steve Biko Stanza Bopape Madiba Johannes Ramokhoase Belvedere Str Steve Biko Steve Biko Academic Hospital ( Ben Schoeman High way Keep to Johannesburg signs Troy Str Hamilton Str UNISA GPAA 34 Hamilton Street ALL BID DOCUMENTS TO BE DEPOSITED AT THE TENDER BOX SITUATED AT THE RECEPTION AREA AT: 34 HAMILTON STR PRETORIA ARCADIA PENSION ADMINISTRATION BUILDING If the bid document is too large to fit in a Tender Box an official from the Demand and Acquisition section of the Supply Chain Management Directorate may be contacted at the following address: Mr William Ramoroka william.ramoroka@gpaa.gov.za Telephone: Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 2

3 1. INTRODUCTION The Government Pensions Administration Agency (GPAA) was established in 2010, in terms of section 7A (4) of the Public Service Act of The GPAA serves its customers and stake holders from this building which is a state-owned property situated at 34 Hamilton Street in Pretoria and is classified as a heritage building. Facilities management is responsible for hygiene, pest control and cleaning services and has to ensure that offices, kitchens, bathrooms and all common areas are in line with the Occupational Health and Safety Act which requires that the employer ensure that the workplace is safe and conducive for all employees. The GPAA has identified the need to improve its business operations to cater for the needs and expectations of its customers and employees. To achieve this, an efficient and effective technical infrastructure should be in place to enable core business to achieve its objectives. Facilities Management is the internal business partner to provide these essential services. Due to the complex nature of some of these services, it is not possible to offer all services in-house, hence the need to outsource some services to external service providers. 2. PURPOSE The GPAA is seeking to appoint an experienced service provider to provide hygiene, pest control and cleaning services at 34 Hamilton Street, Arcadia, Pretoria for a period of 36 months. 3. OBJECTIVES 3.1 To have a service provider that can render services that will enable the GPAA to meet acceptable health and hygiene standards throughout the building. 3.2 To have a service provider that can render services in respect of rodent and pest control without disrupting business or the working environment. 4. SCOPE OF SERVICES The scope consists of the following services: 4.1 Appendix A: Cleaning services 4.2 Appendix B: Hygiene services 4.3 Appendix C: Pest control 4.4 Appendix D: Installations 4.5 Appendix E: Floor area 5. DELIVERABLES The deliverables to be achieved are as follows: 5.1 The successful bidder will be required to provide hygiene, pest control and cleaning services described in the scope of work above. 5.2 The successful bidder will be required to provide cleaning of carpets and fabric furniture after office hours/over weekends. 5.4 The quality of work will be continuously inspected and, should the quality of service decline or become unsatisfactory, the service provider will be required to re-perform such work at their own costs. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 3

4 5.5 The successful bidder will be required to sign a service level agreement prior to execution of work. 5.6 The successful service provider will be appointed for a period of three years. 6 CONDITIONS AND UNDERTAKINGS BY BIDDER 6.1 The Bid forms should not be retyped or redrafted but photocopies may be prepared and used. However, only documents with the original signature in black ink shall be accepted, additional offers against any item should be made on a photocopy of the page in question Black ink should be used when completing Bid documents Bidders should check the numbers of the pages to satisfy themselves that none are missing or duplicated. The GPAA will accept NO liability in regard to anything arising from the fact that pages are missing or duplicated I/We hereby Bid to supply all or any of the supplies and/or to procure all or any of the services described in the attached documents to the GPAA on the terms and conditions and in accordance with the specifications stipulated in the Bid documents (and which shall be taken as part of, and incorporated into, this Bid) at the prices inserted therein I/We agree that the offer herein shall remain binding upon me/us and open for acceptance by the GPAA during the validity period indicated and calculated from the closing hour and date of the Bid The laws of the Republic of South Africa shall govern the contract created by the acceptance of my/our Bid and that I/we choose domicilium citandi et executandi in the Republic as indicated below NB: BIDDERS TERMS AND CONDITIONS ARE NOT ACCEPTABLE I/We furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and validity of my/our Bid that the price(s) and rate(s) quoted cover all the work/item(s) specified in the Bid documents and that the price(s) and rate(s) cover all my/our obligations under a resulting contract and that I/we accept that any mistakes regarding price(s) and calculations will be at my/our risk I/We hereby accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this Bid as the Principal(s) liable for the due fulfilment of this contract. Signature(s) of Bidder or assignee(s) Name of signing person (in block letters) Capacity Are you duly authorized to sign this bid? Name of Bidder [company name] (in block letters) Postal address (in block letters) Domicilium citandi et executandi in the RSA (full street address of this place) (in block letters) Date Telephone Number:... FAX Number... Cell Number... Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 4

5 7. SPECIAL CONDITIONS. 7.1 Bidders shall provide full and accurate answers to all (including mandatory) questions posed in this document, and, are required to explicitly state either "Comply or Not Comply or Partial (with a ) regarding compliance with the requirements. Where necessary, the bidder shall substantiate their response to a specific question. 7.2 The following bid conditions will govern the contract between the GPAA and the successful bidder: Requirements Bidders are invited to offer the Services in accordance with the attached Specifications and the conditions within this document The successful Bidder/s will be contracted to procure the Services for a period to be agreed after which the GPAA reserves the right to review and extend the contract for further period/s at the GPAA s discretion The fees may be negotiated after the award. Interpretation of requirements The Bidder/s shall accept the GPAA s interpretation of any specific requirement in the Bid documents or Specifications should there be a difference of interpretation between the Bidder/s and the GPAA Should any dispute arise as a result of this Bid and/or the subsequent contract, which cannot be settled to the mutual satisfaction of the Bidder/s and the GPAA, it shall be dealt with in terms of the General Conditions of Contract of this document Should there be any discrepancies between the Bid conditions and any other documentation that forms part of this RFP, the Bid conditions shall take preference. Documentation Fully comprehensive service documentation shall be supplied in English by each Bidder, which shall, explicitly and in detail, describe the service/s offered. This documentation shall include sufficient detail to clearly give the reader a precise and unambiguous description of the service/s offered. Incomplete or incomprehensive service documentation will result in rejection of the offer Bidder s name and address should clearly appear on the outside of tender documents and on envelope. Selection The GPAA reserves the right to evaluate and consider any Bids that do not comply strictly to this RFP Acceptance of any Bids will only indicate, without any obligations on the part of either the GPAA and/or a Bidder, the willingness of such parties to enter into negotiations, which may or may not result in a contract/order as the case may be The GPAA reserves the right to make a selection solely on the information received in the Bids or to negotiate further with one or more Bidder/s The Bidder/s selected for further negotiations, if any, will be chosen on the basis of the greatest benefit to the GPAA and not necessarily on the basis of lowest price or any other criteria Should the GPAA consider it necessary, the Bidder/s shall agree to an inspection of the resources and works of the Bidder, if so requires. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 5

6 Should the GPAA consider it necessary, the GPAA will visit the Bidder/s customer sites The GPAA reserves the right to cancel this RFP at any time; not to accept any Bids; to accept one or more Bids for further negotiation and; to contact any Bidder during the evaluation period, to clarify information only, without informing any other Bidder. Copyright The specifications are the intellectual property of the GPAA The contents of any specifications are the property of the GPAA and are confidential. It shall not in any manner be reproduced, destroyed, lent or given away without permission. Precedence All details, dimensions and instructions shown on any drawings, diagrams and specifications quoted, shall form part of this bid document If there is any contradictory requirements between the specifications, the drawings referred to and other specifications that have been quoted, the order of precedence, from highest to lowest is: Statutory and mandatory requirements; This bid document; and Contract Conditions. Alternative suppliers The bidder accepts that the GPAA will have the right to contract with any other service provider for provision of services not covered by this specification Bidder must also submit: A written statement to the specification of GPAA by the bidder, that none of his personnel have any involvement or interest in the bidder s business. Submission of Bid The GPAA will also reject an offer if the bidder/s fail to complete the compliance section/s in the format as described in paragraphs 7.1 and 7.2. Service approval The procuring of the Services shall not take place until the GPAA has given final approval of all procedures. Additional Criteria The GPAA will evaluate the bids against the following criteria: Compliance to the Specifications/ Functionality, Price, BEE, and Compliance to Bid Conditions. Black Economic Empowerment The GPAA has established a programme of economic empowerment in our procurement strategies. In this regard, companies are required to indicate their involvement, current and planned, with black businesses and professionals. This will for an important part of the evaluation criteria to be used. The GPAA reserves the right to request all relevant information, agreements and other documents to verify information supplied in response hereto. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 6

7 Addendum In the event that modifications, clarifications or additions to the RFP become necessary, all bidders will be notified, in writing, of addenda to this RFP. Preparation Costs All costs incurred in the preparation, presentation and demonstration of the response shall be for the account of the bidder. All supporting documentation and manuals submitted with RFP will become the GPAA s property, unless otherwise stated by the Bidder/s at the time of submission. Confidential Material Any material submitted by the Bidder/s, which is considered to be confidential in nature, must be clearly marked as such Payment Terms Local Creditors Payments of invoices will be effected on/by the last day of the calendar month following the calendar month of receipt of a correct and original invoice. Invoices/statements should be submitted after the GPAA has acknowledged receipt of the services procured or goods supplied. A correct and original monthly statement reflected the above invoices must be submitted to the GPAA by the fifth of each month. 8 Monitoring progress of deliverables Adherence to Service Level Agreements will be monitored in the following ways: Quality checks; Cleaning complaints received through the Facilities Helpdesk; Quarterly reports providing details of the work done during that quarter; Monthly reports; Annual performance reviews; Regular meetings; Memoranda of Understanding/Agreements; and, Signed sheets in areas for service on days rendered. 9 Competency and expertise requirements The bidder should have the necessary expertise, capacity and previous experience in cleaning, pest control and hygiene services. The compliance assessment should include the listed below: 9. 1 Compulsory site visits will be held as follows: on 25 April 2014 at 09h00 at 34 Hamilton Street, Arcadia, Pretoria, Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 7

8 9.2 Security background checks Appointment of the successful bidder will be subject to security checks. 10. EVALUATION CRITERIA 10.1 ADMINISTRATIVE COMPLIANCE AND TECHNICAL REQUIREMENTS Administrative compliance and the functional / technical criterion that will be utilized to test the capability of service providers was set as follows: Item No. A B Evaluation Criteria Items 90/10 Principle Phase 1: Administrative compliance Fully comply to specification and requirements. Attendance of the compulsory briefing session. The successful bidder will be required to a have a public liability of R Completed and signed relevant SBD forms. Accreditation registration certificate with the South African Pest Control Association, Pest Control Industrial Board and National Cleaners Contract Association, or any other recognised cleaning association. Include original valid tax clearance certificate. Aligned to the requirements as laid out by H.A.C.C.P (Hazardous Analysis Critical Control Point) and ISO (International Standards Organisation). All products are SABS approved. Technical proposal. Pricing proposal Phase 2: Functionality Weight 1. Technical approach 2. Capability The ability to demonstrate technically: clear planning, monitoring, project management, quality controls (detailed operational plan with timelines), project implementation and rollout plan for cleaning services, hygiene services and pest control services. The service provider must demonstrate if they have the necessary capacity to provide the required service, this may include, but is not limited to, the following resources: equipment, staff, asset register, financial statements Track record and previous experience The bidder s past experience in delivering projects of a similar nature and scale (contract values) within the timelines specified including a minimum of three contactable references. Minimum 60% qualifications on functionality. The 90/10 principle in terms of the PPPFA will be applied in evaluating the price and preference. 30 C Total functionality 100 Phase 3: Preference and price Price score 90 BBBEE level score 10 Total score on preference and price 100 Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 8

9 For purpose of evaluating functionality, the following values will be applicable: 1 = Poor Will not be able to fulfil the requirements 2 = Average Will partially fulfil the requirements 3 = Good The bidder will be able to fulfil the requirements 4 = Very Good The bidder will be able to fulfil better in terms of the requirements 5 = Excellent Fully fulfil in terms of the requirements Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 9

10 APPENDIX A Cleaning specification and schedule Cleaning services are required for the GPAA. The specification is set out below: Service Cleaning Service 1. BROAD DEFINITION OF SERVICE 1.1 Provide cleaning services for the interior of the buildings, including all windows, to ensure the site is kept free from dust, dirt, smudges, fingers marks, stickers, litter, stains and chewing gum in order to provide a safe, clean, tidy and healthy working environment for all occupants in accordance with business requirements and industry best practice. 1.2 Provide a cleaning service for incidents of spillage, etc. 1.3 Provide consumables and equipment necessary to operate the service. 1.4 Conduct regular operational reviews to ensure continuous innovation and improvement in service delivery, and identify opportunities for reducing costs. 2. DETAILED SERVICE REQUIREMENTS Cleaning services 2.1 The cleaning services will be provided so that: Cleaning is carried out within times agreed by the GPAA for the building, to suit the business needs The service provider will notify the GPAA in the event that effective cleaning might result in any surface or other damage The service provider will put in place and manage appropriate cleaning standards in accordance with industry best practice Provide cleaning signage The supplier shall ensure that the service and all incidental and related activities are at all times performed in compliance with all applicable South African law and all statutory requirements, including Health and Safety legislation and best practice guidelines Office areas Carpets are vacuumed and spot cleaned Deep cleaning of the carpets as requested Unpolished hard floors Free from litter, spillage and chewing gum; Free from dust/dirt build up, scuff marks and dry spillage; and No build up in corners, edges and behind doors Polished hard floors Free from litter, spillage and chewing gum; Free from dust/dirt build up, scuff marks and dry spillage. Floors to be dust, stain and smear free; No build up in corners, edges and behind doors; No splash marks on skirting boards; and Conduct regular operational reviews to ensure continuous innovation and improvement in service delivery, and identify opportunities for reducing costs Walls Free from removable marks and spillage; Smear free; and No build up of dust and dirt. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 10

11 2.2.6 Doors Door push plates and handles to be free from finger marks and smears; Free from smears and general soiling; and No accumulation of dirt Glass doors, furniture, artwork and partitions: Free from finger marks; Clean and free from any smears and visible dust (excluding internal partitions); and Glass partitions to be clean and free from any smears and visible dust Visible surfaces e.g. office furniture, windowsills, tables, ledges, screens, etc. Free from dust and stain build up; Grease-free to touch; Uniform appearance suitable to its finish; and Furniture bases and framework to be free from dust and dirt Meeting rooms Rooms are tidy and furniture properly arranged at the start of each working day Chairs and desks Free from visible dust, stains and chewing gum; No accumulation of dust and debris on chair seams, bases and legs, desk tops or legs; Leather chairs to be smooth and grease free; and No accumulation of dirt on chair backs Mirrors Free from streaks and smears Low level ledges/surfaces Free from visible dust and removable marks; and No accumulation of dust/dirt High level ledges/surfaces No accumulation of dust/dirt Window blinds/curtains No build up of dirt, dust and stains Waste bins Unsoiled bin liners; External surface to be free from stains; and No build up of dirt Plants Any plant debris to be cleared away as required Directional, information, brand and statutory signage Free of dust and smears and other marks. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 11

12 2.3. Toilet areas Unpolished hard floors Free from dust, stains, debris, spillage and chewing gum (both in front and behind toilet seats); No accumulation of dust, dirt in corners, edges, bases of sanitary fittings and behind doors; and Floor plates to be dust, stain and smear free Polished hard floors Free from dust stains, debris, spillage and chewing gum (both in front and behind toilet seat) Uniformed gloss appearance; No accumulation of dust, dirt and polish in corners, edges and bases of sanitary fittings and behind doors; Floor plates to be dust, stain and smear free; and Skirting boards to be free from splash marks Tiled walls, walls, partitions Free from finger marks and removable marks; Tops of partitions to be free from visible dust; No accumulation of dust, stains and general soiling; Uniform appearance, smear free; and No build up of stains and mildew in tile grouting Doors Door push plates to be free from finger marks, smears and stains; No accumulation of dirt; and Surfaces to be free from smears Glass doors Free from finger marks; Clean and free from any smears and visible dust Sanitary fittings Toilet bowls (behind and in front), washbasins and urinals to be free from scum, stains, uric acid; No build up of cleaning agents; No build up of dirt, debris around the base of taps, overflows, traps and plugholes; Outside surfaces of toilet bowls, urinals and wash hand basins to be clean and free from soiling; All other surfaces to be dust, dirt and smear free; No soap deposits; No build up of lime scale; No evidence of watermarks inside toilet bowls; and No accumulation of stains on hinges, stoppers, chains and cisterns Mirrors Free from streaks and smears Low and high level ledges/surfaces No accumulation of dust and dirt Other furniture, fixtures and fittings. Free from visible dust and marks; and No accumulation of dust and dirt Waste bins/swing bins Unsoiled bin liners; External surfaces to be free of stains; and No build up of dirt Consumables No shortage of all consumable items in appropriate dispensers at any time Spot checks Regular checking of toilets for spillage and spot cleaning where necessary, re-stocking of toilet consumables (soap, toilet paper, paper towels) to avoid running out; and Reactive response to cleaning up spillage, casually discarded litter throughout the building and other ad hoc cleaning tasks as they arise. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 12

13 2.5. Window cleaning Windows (which includes the internal and external ) and window frames to be cleaned periodically to ensure that glazing is free from finger marks, smears and excessive build up of dirt Carpets Carpets to be deep cleaned as per frequency schedule Reactive cleaning service The reactive cleaning service will be in the GPAA s normal operating hours to respond to spillage in response to Facilities Helpdesk calls. All stains and markings reported to the Facilities Helpdesk will be remedied as part of the regular cleaning service Consumables Provide services so that no shortage of consumable items is experienced in appropriate dispensers i.e. toilet rolls, liquid or solid soap, hand towels where this is applicable, etc. No shortage of consumable items for the delivery of service, i.e. bin liners (as appropriate), and cleaning products. Supply of consumables - these will include toilet paper, soap, paper hand towels, air fresheners and toilet brushes for use in toilets and shower rooms. Chemical assessment data sheets for all cleaning substances to be used shall be provided by the Supplier Equipment General requirements The supplier shall provide and maintain all equipment, including specialist equipment, considered necessary by the Supplier to achieve the performance requirement and the cleaning standards. All equipment supplied for use under this agreement shall be free from defect and, where necessary, maintained and tested in accordance with the manufacturers recommendations, or as deemed necessary by the Supplier. The Supplier shall ensure that the service and all incidental and related activities are at all times performed in compliance with all applicable South African laws and all statutory requirements including all Health and Safety legislation and best practice guidelines. The Supplier shall ensure that the service and all incidental and related activities are at all times performed in compliance with the GPAA s policies and procedures. Cleaning schedule Duties Activity Requirements Frequency 3.1 Floor maintenance (resilient floors) Sweep and damp mop; Daily Machine polish; and As and when necessary Remove gum from all floors. As and when necessary 3.2 Floor maintenance of ceramic tiles and Sweep; Daily other tiles of similar material. Machine scrub; and Daily (Rubber-flooring will be replaced with ceramic tiles, this is an ongoing project). Steam cleaning. Daily 3.3 Rugs and carpets Vacuum cleaning: Heavy traffic areas; Daily Medium traffic areas; and Every second day Light traffic areas. Twice per week 3.4 Deep cleaning of carpets, chairs and Deep cleaning Bi-annually Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 13

14 Activity Requirements Frequency couches 4. Description of carpet cleaning Description Unit of measurement Quantity 4.1 Barbetex m² Superwave m² Serengeti m² Dusting Dusting of all horizontal Daily surfaces (low levels); Dusting of all high ledges and Weekly fittings; Dusting of all vertical Weekly surfaces (walls, cabinets, and etc.); Dust all window ledges; Daily Clean and disinfect all Daily telephones; Dust ornaments below 2m; Daily and Wipe all silver. Daily 6. Waste disposal Empty and clean all waste Daily receptacles; and Remove all waste to a Daily specified area. 7. Wall and paint work Spot clean all low surfaces Daily (glass, walls, doors and light switches). 8. Glass and metal work Spot clean glass doors; and Daily Clean and polish bright metal Weekly fittings. 9. Entrance and reception Sweep; Daily Clean doormats; and Daily Wash steps. Daily 10. All toilets, restrooms or ablutions Maintain floors; Daily Damp mop floors with disinfectant; Daily Empty and clean all waste receptacles; Daily Clean and sanitise all bowls, basins and urinals; Daily Clean mirrors; Clean all metals fittings; Spot clean walls, doors, and partitions; and Daily Daily Replenish and supply consumables Daily Daily Cloths/mops used in the toilets are not to be used in the office and kitchen areas. 11. Miscellaneous Polish desks and office furniture; Vacuum cloth covered Weekly Monthly Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 14

15 Activity Requirements Frequency furniture; Cleaning of windows on the inside; Move furniture and clean under couches; and Strip and seal floors in the walkways. Every three months Weekly 12. Additional/ad hoc services that may be required by the GPAA N.B. all computer equipment is excluded Wash covered furniture; Vacuum cloth covered furniture; Deep cleaning of carpets; Exterior window cleaning; and Deep cleaning of all toilet facilities. 14. Staff compliment required at each site: Premises Total number of staff required Total number of supervisors Hours per day Days per week GPAA Head Office (Arcadia, Pretoria) 18 cleaners 5 8 Monday to Friday 15. Consumables and cleaning equipment The Service Provider shall supply all cleaning consumables and equipment required to render the daily cleaning services. The Service Provider shall be responsible for the maintenance of the equipment. The Service Provider shall ensure that defective equipment will either be replaced or repaired within 24 hours from the time that such defective equipment is reported by the GPAA and/or the Service Providers staff Equipment Description Low noise industrial vacuum cleaners Mops (colour-coded) Buckets/janitorial trolleys (colour-coded) Ladders (Long and short) Industrial cleaner Tile steamer High pressure cleaner Industrial scrubbing machine with buffing accessories Colour-coded cloths (three per cleaner) Brooms (hard and soft brooms) Electrical extension cables Single and double bucket Microfiber In good working order Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 15

16 Wet floor /caution signs Toilet brushers, spray bottles, dustpan sets, etc Cleaning consumables Product name Description Area of use General purpose cleaner A universal neutral cleaning concentrate for removing dirt and from Used to clean washable surfaces. including floors, etc. all washable surfaces Toilet bowl cleaner Liquid toilet bowl discolouration For use in the toilet environment (disinfectant) cleaner and sanitizer Toilet seat disinfectant Spray mechanism and liquid Toilet seats Heavy duty stripper Floor stripper for extremely soiled Stripping tiled areas floor surfaces Floor sealer Hard-wearing, high acrylic floor Stealing tiled areas dressing Air freshener A non-marking air accented air All areas to sanitize the air freshener Carpet cleaner Water-based carpet spot remover Carpeted areas Window cleaner General window and glass cleaner Washing windows and doors Dishwashing liquid Liquid soap to wash dishes For use in the kitchen Furniture polish A liquid, durable liquid furniture polish For use on all wooden furniture Grease remover Liquid that dissolves grease on pipes Kitchens sinks Colour-coded cloths Colour coded and heavy duty mutton cloths Offices, kitchens, windows, toilets, rails, etc. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 16

17 APPENDIX B The service provider is required to provide a comprehensive toilet hygiene service to ensure a neat, clean and healthy working environment. Service to be at regular intervals and according to the agreed frequency per annum; and Hygiene equipment installed is to be of good quality, clean and presentable. Table 1 - Scope of hygiene services Installation, refilling, servicing and maintenance (all units should be stainless steel) Product Number of units Service frequency per annum Ablution hygiene/deep 292 Once a month cleaning Sanitisers 134 Once a month Automatic air freshener 59 Once a month dispensers Paper towel dispensers 59 Once a week Wall bins 59 Install and service Hot air dryers 39 Install and service Seat sprayers 107 Fortnightly No touch S.H.E. bins 72 Once a week Toilet roll holders (TR3) 104 Install and service Foam soap dispensers 59 Install and service Product Description Area of use Liquid hand soap Foam or liquid soap To replenish hand soap dispensers in toilets Toilet paper Good quality single ply toilet paper Toilet Paper towel Roller hand towel Kitchens and toilets Liquid seat disinfectant Disinfectant for wiping toilet Toilets seat Sanitising liquid Bowl sanitising liquid Toilets Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 17

18 APPENDIX C Table 2 - Scope of pest control services The service provider is to provide a comprehensive pest control service to ensure a neat, clean and healthy working environment; Service provider has to react to calls logged at the helpdesk for any pest control request; All pest control units to be of good quality, clean and presentable; Service schedules to be issued for the year and updated accordingly; and, The service provider is to ensure that only environmentally friendly and non-hazardous chemicals are used on site. Product Name Number of units Description Area of use Bait stations 100 Rodents traps External area of the building Insecticides 60 Spray or gel that kills and controls crawling insects like Inside and outside of the cockroaches, ants, etc. Fly killers 8 Units that kill flies and other flying insects building Kitchens Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 18

19 APPENDIX D Table 3 - Installation points Installation points: Building specifications (These are provisional quantities for purposes of tender) Block City Floor area m2 Cubicle Urinal Hand wash A Pretoria Ground Floor m² B First Floor m² Total m² First Floor m² Ground Floor m² Total m² C First Floor m² Ground Floor m² Total m² D First Floor m² 11 Ground Floor m² Total m² E Ground Floor m² Ground Floor m² First Floor m² Total 8m² F Ground Floor m² Ground Floor m² First Floor m² Total 8m² G Ground Floor m² H Ground Floor m² First Floor m² Total 8m² Basement m² Ground Floor 7m² First Floor m² Second Floor m² basins Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 19

20 8m² Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 20

21 APPENDIX E Building drawings: layout plans Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 21

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33 SBD 3.1 PRICING SCHEDULE This annexure should be completed and signed by the Bidder s authorised personnel as indicated below: If applicable each year. 1 Please indicate your total Bid price here: R (compulsory) 2 Important: It is mandatory to indicate your total Bid price as requested above. This price must be the same as the total Bid price you submit in your pricing schedule. Should the total Bid prices differ, the one indicated above shall be considered the correct price. 3 NOTE: All prices must be VAT inclusive and must be quoted in South African Rand (ZAR). 4 Are the rates quoted firm for the full period of the contract? 5 Mandatory: If not firm for the full period, provide details of the basis on which adjustments shall be applied e.g. CPI, and also details of the cost breakdown. YES NO Table 2 - Cost break down for hygiene services Product Number of units Service frequency per annum Ablution hygiene/deep 292 Once a month cleaning Sanitisers 134 Once a month Sanitair air fresheners 59 Once a month Paper towels 59 Once a week Waste bins: 59 Service fee permanent installation Hot air dryers: 39 Service fee permanent installation Seat sprayers 111 Fortnightly No touch Sanitact 76 Once a week Toilet roll holders 107 Service fee (TR3): permanent installation Foam soap 59 Once a week Price per unit TOTAL: Price per month R Table 3 - Cost break down for pest control services Pest control Number of units Service frequency per annum Sprays and gel for Once a month cockroaches, ants, bees and all other flying insects, poison for mice and rats (rodents) Price per unit Price per month Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 33

34 Bait stations 100 Rental Luminos 8 12 Sanisects TOTAL: R Table 4 - Summary cost for hygiene and pest control Year 1 Year 2 Year 3 Monthly amount Hygiene R R R inclusive of VAT Annual amount Pest control R R R inclusive of VAT Monthly amount Deep cleaning R R R inclusive of VAT Annual amount Deep cleaning R R R inclusive of VAT Monthly amount Pest control R R R inclusive of VAT Annual amount inclusive of VAT Pest control R R R Total cost: Year 1 + Year 2 + Year 3 Table 5 - Total cost for hygiene, pest control and cleaning services Basis of adjustment CPI Cost breakdown: Year 1 Year 2 Year 3 Staff Equipment Consumables (priced per unit) Hygiene Deep cleaning Pest control Services Additional costs Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 34

35 6.TOTAL BID PRICE Having read through and examined the tender document, Tender no. GPAA 09/2014, the General Conditions, the requirements and all other Annexes to the Tender Document, to provide hygiene, pest control and cleaning services to the GPAA s offices in Gauteng, for the total tendered contract sum of: R (including VAT) In Words: R (including VAT) We confirm that this price covers all service to provide hygiene, pest control and cleaning services for the GPAA, including, but not limited to, the supply of all required. We confirm that the GPAA will incur no additional costs whatsoever over and above this amount in connection with the services related to cleaning services to the GPAA s Head Office in Pretoria. We undertake to hold this offer open for acceptance for a period of 120 days from the date of submission of offers. We further undertake that, upon final acceptance of our offer, we will commence with delivery when required to do so by the Client. Moreover, we agree that until formal Contract Documents have been prepared and executed, this Form of Tender, together with a written acceptance from the Client, shall constitute a binding agreement between us, governed by the terms and conditions set out in this Request for Proposal. We understand that you are not bound to accept the lowest or any offer and that we must bear all costs which we have incurred in connection with preparing and submitting this tender. We hereby undertake for the period during which this tender remains open for acceptance not to divulge to any persons, other than the persons to which the tender is submitted, any information relating to the submission of this tender or the details therein except where such is necessary for the submission of this tender. SIGNED DATE (Print name of signatory) Designation FOR AND ON BEHALF OF: COMPANY NAME Tel No Fax No Cell No Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 35

36 SBD1 INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF GOVERNMENT PENSIONS ADMINISTRATION AGENCY (GPAA) BID NUMBER: GPAA 09/2014 CLOSING DATE: 14 May 2014 CLOSING TIME: 11:00am. DESCRIPTION: Render cleaning, hygiene and pest control at the GPAA Offices. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7.1 / SBD7.2 / SBD7.3) BID DOCUMENTS MAY BE POSTED TO OR DEPOSITED IN THE BID BOX SITUATED AT GPAA ADDRESSED TO: The CEO: Government Pensions Administration Agency (GPAA) Bid Administration 34 HAMILTON STREET ARCADIA PRETORIA 0001 Bidders should ensure that bids are delivered timorously to the correct address. If the bid is late, it will not be accepted for consideration. The bid box is generally open 8 hours a day between 08:00 to 16:30, Monday to Fridays. ALL BIDS MUST BE SUBMITTED WITH THE STANDARD FORMS (NOT TO BE RE-TYPED) THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN THE BID BEING DISQUALIFIED) ALL STANADARD BIDDING DOCUMENT AS ATTACHED NAME OF BIDDER POSTAL ADDRESS. STREET ADDRESS TELEPHONE NUMBER CODE NUMBER. CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER VAT REGISTRATION NUMBER HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (SBD2)? YES/NO SIGNATURE OF BIDDER DATE CAPACITY UNDER WHICH THIS BID IS SIGNED Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 36

37 SBD 4 DECLARATION OF INTEREST 1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where- - the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative: 2.2 Identity Number:. 2.3 Position occupied in the Company (director, trustee, shareholder²): 2.4 Company Registration Number:. 2.5 Tax Reference Number: 2.6 VAT Registration Number: The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below. ¹ State means (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ² Shareholder means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. 2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 37

38 2.7.1 If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed : Position occupied in the state institution:... Any other particulars: If you are presently employed by the state, did you obtain YES / NO the appropriate authority to undertake remunerative work outside employment in the public sector? If yes, did you attached proof of such authority to the bid YES / NO document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid If no, furnish reasons for non-submission of such proof: Did you or your spouse, or any of the company s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? If so, furnish particulars: Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? 2.9.1If so, furnish particulars Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 38

39 2.10 Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? If so, furnish particulars. 2.11Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are bidding for this contract? YES/NO If so, furnish particulars:... 3 Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Tax Reference Number State Employee Number / Persal Number 4 DECLARATION I, THE UNDERSIGNED (NAME) CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE. Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 39

40 .. Signature. Position.. Date Name of bidder Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 40

41 SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, GENERAL C 2. ONDITIONS 2.1 The following preference point systems are applicable to all bids: the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and the 90/10 system for requirements with a Rand value above R (all applicable taxes included). The value of this bid is estimated to exceed R (all applicable taxes included) and therefore the 90/10 system shall be applicable. 2.2 Preference points for this bid shall be awarded for: (a) (b) Price; and B-BBEE Status Level of Contribution The maximum points for this bid are allocated as follows: PRICE B-BBEE STATUS LEVEL OF CONTRIBUTION 10. Total points for Price and B-BBEE must not exceed 100 POINTS 1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. DEFINITIONS Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 41

42 2..1 all applicable taxes includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies; 2.2 B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad -Based Black Economic Empowerment Act; 2.3 B-BBEE status level of contributor means the B-BBEE 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 section 9(1) of the Broad-Based Black Economic Empowerment Act; 2.4 bid means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals; 2.5 Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); 2.6 comparative price means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration; 2.7 consortium or joint venture means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; 2.8 contract means the agreement that results from the acceptance of a bid by an organ of state; 2.9 EME means any enterprise with an annual total revenue of R5 million or less Firm price means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract; 2.11 functionality means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder; 2.12 non-firm prices means all prices other than firm prices; 2.13 person includes a juristic person; 2.14 rand value means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties; 2.15 sub-contract means the primary contractor s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract; 2.16 total revenue bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007; 2.17 trust means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and 2.18 trustee means any person, including the founder of a trust, to whom property is bequeathed in Cleaning, hygiene and pest control services bid (GPAA 09/2014) Page 42