Da Gama Mail Centre Specifications

DA GAMA MAIL CENTRE SPECIFICATIONS

1. GENERIC SPECIFICATIONS (GENERAL SCOPE OF WORK) FOR CLEANING SERVICES

1.1 The scope of work for provision of Cleaning Services, is as follows:

1.1.1 Stores / Warehouses 1.1.2 Offices, Boardrooms (Conference and Meeting Rooms) and Passages 1.1.3 Kitchens 1.1.4 Lifts, Foyers, Receptions and Lounges 1.1.5 Security Areas 1.1.6 Toilets 1.1.7 Parking Areas, Walkways, Staircases, Balconies and patios 1.1.8 Emergency Stairs 1.1.9 Wash Bays (where applicable) 1.1.10 Bin Areas 1.1.11 Windows and Glass Surfaces 1.1.12 Provision of toilet paper 1.1.13 General (where applicable)

No Description

1.1.1 Stores / Warehouses 1.1.1.1 Polish or vacuum floors and carpets 1.1.1.2 Clean floors according to requirements of surface type 1.1.1.3 Dust and wipe down all horizontal and vertical surfaces including chairs, desks filing cabinets and credenzas 1.1.1.4 Wipe and polish all tops with a cloth 1.1.1.5 Disinfect and clean telephones with recommended SABS approved liquid 1.1.1.6 Clean directory boards/White Boards with recommended SABS approved liquid. 1.1.1.7 Empty and clean waste paper bins 1.1.1.8 Dust picture frames 1.1.1.9 Clean all glass table tops 1.1.1.10 Vacuum upholstered furniture 1.1.1.11 Clean all marks from walls and light switches 1.1.1.12 Clean computer terminals, printers and keyboards with recommended SABS approved liquid 1.1.2 Offices, Boardrooms (Conference and Meeting Rooms) and Passages

1.1.2.1 Polish or vacuum floors and carpets daily 1.1.2.2 Clean floors according to surface requirements 1.1.2.3 Dust and wipe down all horizontal and vertical surfaces including chairs, desks

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 1 No Description filing cabinets and credenzas 1.1.2.4 Polish all wooden desk tops and wipe other surfaces in Conference rooms 1.1.2.5 Disinfect and clean telephones with recommended SABS approved cleaning materials 1.1.2.6 Clean directory boards/White Boards with recommended sabs approved liquid with approved cleaning materials 1.1.2.7 Empty and clean waste paper bins 1.1.2.8 Dust picture frames 1.1.2.9 Clean all glass table tops 1.1.2.10 Vacuum upholstered furniture daily 1.1.2.11 Clean all marks from walls and light switches 1.1.2.12 Clean computer terminals, printers and keyboards with approved cleaning materials 1.1.2.13 Clean blinds 1.1.2.14 Clean boardrooms in the morning and after every meeting 1.1.2.15 Wash crockery, cutlery and utensils after every meeting 1.1.2.16 Mop up any spillages 1.1.2.17 Dust light fittings 1.12.18 Air-freshener must be sprayed in conference rooms and waiting areas. 1.1.3 Kitchens 1.1.3.1 Wash dishes and dishcloths and clean kitchens four times daily 1.1.3.2 Clean Fridges daily 1.1.3.3 Empty bins daily

1.1.3.4 Bins to be sanitized three times a week.

1.1.4 Lifts, Foyers, Receptions and Lounges 1.1.4.1 Tend to pot plants, clean all passages and stairs 1.1.4.2 Clean reception desks/counters 1.1.4.3 Clean all entrances, stairs and stair rails 1.1.4.4 Ensure that the Reception area is neat and tidy at all times 1.1.4.5 Clean all marks from all surfaces 1.1.4.6 Vacuum all upholstered furniture and carpets on a daily basis 1.1.4.7 Fold umbrellas at end of business day 1.1.4.8 Wipe all tables and chairs which are placed outside, with wet cloth 1.1.4.9 The Supervisor must report all damages to property, breakages or malfunctioning equipment to the SAPO duly appointed representative 1.1.5 Security Areas 1.1.5.1 Polish or vacuum floors and carpets daily 1.1.5.2 Clean floors according to requirements of surface type 1.1.5.3 Dust and wipe down all horizontal and vertical surfaces including chairs, desks filing cabinets and credenzas 1.1.5.4 Polish all wooden desk tops and wipe other surfaces 1.1.5.5 Disinfect and clean telephones with recommended SABS approved liquid

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 2 No Description 1.1.5.6 Empty and clean waste paper bins daily 1.1.5.7 Vacuum upholstered furniture and carpets daily 1.1.5.8 Clean all finger marks from walls paintwork and light switches 1.1.5.9 Clean computer terminals, printers and keyboards with approved cleaning materials 1.1.5.10 Clean Guard houses, where applicable 1.1.6 Toilets 1.1.6.1 Replenish consumables 1.1.6.2 Wipe doors, walls and partitions 1.1.6.3 Remove mineral deposits from gullies and drains 1.1.6.4 Empty and clean all waste receptacles 1.1.6.5 Clean, brush wash and sanitise bowls, basins and urinals 1.1.6.6 Clean all mirrors 1.1.6.7 Clean floors according to requirements of surface type 1.1.6.8 Clean cabinets and sanitary buckets 1.1.6.9 Replenish toilet sanitizers, toilet paper etc., as required 1.1.6.10 Clean showers if applicable 1.1.6.11 All dustbins must be emptied and cleaned

1.1.7 Parking Areas, Walkways, Staircases, Balconies and Patios 1.1.7.1 Clean floors and handrails according to requirements of surface type Machine scrub floors or walkways as necessary 1.1.7.2 Sweep the basements

1.1.7.3 Empty the rubbish bins

1.1.7.4 Dust high level surfaces and exposed piping

1.1.8 Emergency Stairs 1.1.8.1 Clean floors and handrails according to requirements of surface type 1.1.8.2 Sweep the basement

1.1.8.3 Empty the rubbish bins

1.1.8.4 Dust high level surfaces and exposed piping

1.1.9 Wash Bays (where applicable) 1.1.9.1 Keep wash bays tidy 1.1.10 Bin Areas 1.1.10.1 Clean and disinfect bins after emptying 1.1.11 Windows and Glass Surfaces 1.1.11.1 Clean all windows internally and externally (where applicable) 1.1.11.2 Clean all mirrors and glass surfaces 1.1.11.3 Clean all glass doors 1.1.11.4 Clean blinds on all windows 1.1.12 General (where applicable)

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 3 No Description 1.1.12.1 Clear all grid covers to drainage pipes of debris, where applicable.

1.3 Required Cleaning Equipment

The following equipment (not exhaustive) is required for the delivery of services, on a site specific basis:

No Description 1.3.1 Industrial Vacuum Cleaners 1.3.2 Industrial machines for cleaning carpets 1.3.3 Sufficient mops and brushes per cleaner 1.3.4 Sufficient buckets per cleaner 1.3.5 Sufficient brooms per cleaner 1.3.6 Protective clothing in compliance with the OHS Act No. 85 of 1993. 1.3.7 Sufficient warning signs per cleaner in alignment with the OHS Act 1.3.8 Machine scrubbers 1.3.9 Step ladders 1.4 Consumables The cost of all consumables must be included in the Pricing Schedule submitted by the service provider. A register of all consumables must be kept by the service provider for SAPO’s records. Below are some items anticipated for consumption as a part of the service:

No Description 1.4.1 Supply of toilet paper:

Service Provider to supply toilet paper for daily use to all toilets which must comply with SABS. (One-ply non-scented toilet paper packs with 48-each rolls each, 350 sheets per roll.)

 Da Gama Mail Centre 3 packs per month

1.4.2 Disinfectant liquid and brushes for cleaning toilet bowls and urinals 1.4.3 Multi-purpose pine gel 1.4.4 Window cleaner 1.4.5 Heavy duty cleaner 1.4.6 Mop and buff 1.4.7 Bleach 1.4.8 Floor polish 1.4.9 Stainless steel polish 1.4.10 Cleaning cloths 1.4.11 Yellow dusters 1.4.12 Steel wool 1.4.13 Gloves 1.4.14 Feather dusters

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 4 Cleaning detailed specification

1. Da Gama Mail Centre Building

Province Eastern Cape

SAPO Region name Eastern Cape

Town / City East London

Location / suburb Da Gama Industrial Park

Name and physical address of building Da Gama Industrial Park Old King Williams Town Road Arnoldton East London Brief property description (type and Single storey Building Mail Centre number of buildings, and their use) operates 8-hour per day. Total property size 3 900 m² Contact Details of site manager /  Reception: 041 508 4000 supervisor  Direct line: 041 508 4000

Stair cases Service Service Frequency

Mop stairs 2 x weekly

Apply polish 2 x weekly

Remove dust on the hand rails Daily

Sweep stairs Daily

Windows within 2 meters Weekly

Kitchens

Service Service Frequency Wash and store away cutlery and crockery Daily

Clean and wash sinks and fridges Daily

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 5 Wipe clean cupboards Daily

Clean and neatly arrange tables and chairs Daily

Wash and clean interior glass Daily

Replenish water aqua-coolers Daily

Empty dustbins Daily continuously

Glass Doors Daily continuously

Lifts, foyers and receptions

Service Service Frequency Mop the Lifts Daily

Remove dust on the hand rails Daily

Wipe clean finger marks, water and coffee spillage Daily continuously

Dust all upright furniture and Wall Pictures Daily

Wipe Clean with dry cloth all electrical boxes Daily

Dust air conditioner outlets Daily

Window Area up to two metres Weekly

Security areas (Basement and Ground floor)

Service Service Frequency

Mop floor Daily

Clean dustbin 3 x Daily

Clean Toilet 3 x Daily

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 6 Replenish Paper Towel, toilet paper, sanitizers and 3 x daily or as per need soap Dust clean counter tops Daily

Clean toilet mirror Daily

Windows Weekly

Toilets

Service Service Frequency

Empty and clean all waste receptacles Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean, brush wash and sanitise bowls, basins and Continuously but not less urinals than 3 times a day of which 15H00 must be the last cycle.

Clean mirrors Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean Floors according to type Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Clean Cabinets and sanitary buckets Continuously but not less than 3 times a day of which 15H00 must be the last cycle.

Replenish paper towels, soap, toilet sanitizers, toilet Continuously but not less paper etc or as required than 3 times a day of which 15H00 must be the last cycle.

walkway stairs.

Service Service Frequency Sweep floor and collect rubbish Daily

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 7 Scrub entire floor surface Monthly

Report vehicles leaking oil Daily

Keep wash bay tidy Daily

Sweep access ramps Daily

Pressure clean walls on ramps and in parking garage Quarterly

Sweep walkways Daily

Offices, Boardrooms (Conference and Meeting rooms) retail area (post office) and Passages

Service Service Frequency (Daily, Weekly, Monthly) Machine buff Weekly

Clean floor according to type Weekly

Dust and wipe down all horizontal and vertical surfaces including Daily chairs, desks filing cabinets and credenzas Polish all wooden desk tops in Conference rooms Weekly

Wipe all other desk tops and counters with a dry cloth Daily

Disinfect and clean telephones Daily

Clean directory boards/White Boards with recommended sabs As required approved liquid. Empty and clean waste paper bins Daily

Dust picture frames Weekly

Wipe and spot clean glass table tops Daily

Vacuum upholstered furniture Bi- monthly

Spot clean finger marks from paintwork and light switches Bi- weekly

Clean computer terminals, printers and keyboards Weekly

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 8 The Contractor shall prepare the official conference rooms (tea, As required coffee, etc) and clean cups for SAPO meetings. Clean boardrooms in the morning after every meeting As required

Wash bottles, cutlery and utensils after every meeting. As required

Provide clean cold water after every meeting As required

NB: Strip and Seal to be done when as and when it is required. A separate quotation will be required.

EVALUATION CRITERIA

1. The bid evaluation is undertaken in three (3) phases, namely:

No Evaluation Description Points Max Scoring Phases 1.1 Gate Keeping Compliance to Administrative Full Compliance Full Compliance Criteria 1.2 Functionality Score Company Experience 80 100 Key Resource Experience 20 1.3 Preference Point Points for Price 90 100 System Points for Preference 10 (B-BBEE)

Bidders scoring <70% on functionality will not be further evaluated.

1.1 Phase I : Gate Keeping

The gate keeping criteria is as follows:

No Description Bidders must comply with the following gatekeeping criteria. Failure to comply with the following criteria will result in the bid not being evaluated further. 1.1.1 Attendance of compulsory site inspections per site, in an area within a region. 1.1.2 Pricing schedule must be completed per area per building

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 9 RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 10 1.2 Phase II: Functionality Score

Sub- Description Scoring Score Weight Total Criteria Guide Weight Company Bidders experience’s in at least 1 year in the successful execution 80 Experience of cleaning activities, as per specification. Bidders experience will be measured on the following:  Number of years’ company experience in the industry  Customer Satisfaction (To be validated using reference checks as per bidders submission in line with the relevant templates in the bid documents) Number of years’ experience in 1 - 2 years 3.5 40 the industry >2 years 5 Customer Satisfaction Good 3.5 40 Excellent 5 KResource Experience of key resources > 5 – 12 3.5 20 20 (supervisors) in providing months Key cleaning services >1 year 5 Resources

TOTAL POINTS FOR FUNCTIONALITY 100 FUNCTIONALITY THRESHOLD (Bidders scoring <70% on functionality will not be further evaluated.)

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 11 1.3 Phase III: Preference Points System

No. Criteria Weight Sub-criteria PREFERENCE POINTS SYSTEM: 90/10 6.1.3.1 Total Price 90 Calculation of points for price 6.1.3.2 B-BBEE 10 Calculation of B-BBEE Level Status points

6.1.3.1 Calculation of points for price

 Pt  P min  Ps  901    P min 

Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid

6.1.3.2 POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTION

B-BBEE Status Level Number of points Number of points of Contributor (90/10 system) (80/20 system)

1 10 20 2 9 18 3 8 16 4 5 12 5 4 8 6 3 6

7 2 4 8 1 2 Non-compliant 0 0 contributor

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 12 7.1 PRICING SCHEDULE FOR DA GAMA MAIL CENTRE

Recommended By: Approved By:

Sagren Moodley Bongani Mgoza SENIOR MANAGER: PROPERTIES GENERAL MANAGER: PROPERTIES

Date Date

RFP CLEANING SERVICES DA GAMA (EASTERN CAPE REGION) Page 13