Provision of Cleaning Services for Various Stations in Southern Gauteng Region (Sgr) And

PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 TENDER NUMBER: HO/CRES/SGR/57/01/2017

SCOPE OF WORK

PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2

A. Preliminaries 1. PRASA invites professional cleaning companies hereinafter called “the Tenderers” to submit a tender for providing cleaning services for various stations listed in herein as “East Corridor 2 Stations - Southern Gauteng Region (SGR)”.

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

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

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

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

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

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

PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 Page 1 Issue Date: 25 January 2017 PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 TENDER NUMBER: HO/CRES/SGR/57/01/2017

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

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

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

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

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

B. Special Conditions of Contract 6. This shall be a performance based contract and shall be for a term of 3 years (or 36 months) commencing from the date of signature of agreement.

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

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

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

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

11. Cleaning Material & Machinery

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

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

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

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

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

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

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

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

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

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

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

16.1. The photo of the employee

16.2. The Name of the Employee

16.3. The position he or she occupies

16.4. The Name of the Cleaning Company

16.5. The Number of the Site Access operating under

16.6. The Name of the Station of deployment.

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

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

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

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

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

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

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

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

24. PENALTIES

If the Contractor fails to deliver any or all of the goods or to perform the services as required in the contract, PRASA shall, without prejudice to any rights/ remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on the delivered price of unperformed services for each day of the occurrence of

the failure of performance. The PRASA may also consider termination of the contract pursuant to General Condition of the Contract.

25. DEFAULT

If the Contractor i. Has abandoned the Contract; or

ii. Is not executing the service in accordance with the Contract or is persistent of flagrantly neglecting to carry out his obligation under this Contract

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

26. INSPECTION AND REJECTION

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

27. SAFETY AND HOUSEKEEPING

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

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

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

27.4. Compliance with Environmental, Health and Safety Regulations as well as any such regulation prescribed by PRASA. It is the Contractors responsibility to know and understand them properly.

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

28. MAINTENANCE RECORDS AND REPORTING

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

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

28.3. Continual improvement: This contract encourages the analysis of operations, to identify deficiencies, to introduce new technologies and provide proposals. This is the primary reason why proper record keeping and monthly reporting is prescribed in this contract.

28.4. Control Documents: Control documents shall be placed at the Station Office to confirm that all activities have been carried out as per specifications. These documents are to be signed by the Contractors’ cleaning staff daily and must accompany the payment invoice each month. This is to enable IPMS to determine the details of the cost drivers for this critical function at stations.

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

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

C. SPECIFICATION C.1 Tender Requirements C.1.1 General Requirements 1. The Contractor shall comply strictly with requirements for the Cleaning of the Railway Tracks between platforms at each station. The tracks and railway operating tunnel shall only be cleaned during the operating off-peak period during weekdays. This requirement will not apply to weekends and public holidays. The track cleaning shall be done UNDER PROTECTION and with approved Health and Safety Plan.

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

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

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

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

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

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

C.1.1 Specific Requirements

2.6. The appointed service provider shall be required to provide highest quality cleaning services Seventeen (17) stations of East Corridor 2 of the Southern Gauteng Region (SGR).

2.7. Clustering of Stations: This corridor is clustered according to the portion of the SGR West network as illustrated in the diagram below.

Station Facilities and Size: 2.7.1. The contract will provide to the cleaning of the mix of various facilities within the station precinct.

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

Entrances Track Public Ticket Waiting Staff Parking Access Concours Station name Platform and Lifts Rails Toilets Office Areas Offices area control e Walkways Allaiance 1 2 0 0 0 0 0 2 0 2 0

Northmead 2 2 8 1 5 1 1 4 0 2 0 Apex 2 2 8 1 2 1 0 4 0 1 0 Brakpan 3 3 8 1 3 1 1 4 0 2 0 Schapenrst 2 2 8 1 1 1 0 2 0 1 0 New Era 2 2 8 1 4 1 0 4 0 1 0 Nigel 2 1 7 0 2 1 0 2 0 1 0 Selpark 1 1 0 0 0 0 0 3 0 1 0 Springs 6 4 14 1 12 3 0 2 1 2 0 Daggafontein 2 2 7 0 2 1 0 4 0 1 0 Dunnotar 2 2 8 0 2 1 0 4 0 1 0 Dunswart 3 3 12 1 4 2 1 4 1 2 0 Boksburg Oos 4 4 8 1 4 2 0 4 0 2 0 Boksburg 4 4 8 1 3 1 0 5 0 2 0 Oos Rand 4 4 8 1 1 2 0 4 0 2 0 Angelo 2 2 7 1 2 1 0 4 0 2 0 Delmore 3 3 8 1 3 1 0 5 0 2 0 TOTAL 45 43 127 12 50 20 3 61 2 27 0

2.7.3 Table below illustrate the extend and size of the facilities

Entrances Ticket Access Platform Track Public Waiting Staff Parking Concours and Station name Office control Lifts m² Rails m² Toilets m² Areas m² Offices m² area m² e m² Walkways m² m² m² Allaiance 1426 2852 0 0 0 0 0 6 0 60 0

Northmead 2852 2852 24 70 15 60 180 12 0 60 0 Apex 2852 2852 24 50 6 60 0 12 0 30 0 Brakpan 4278 4278 24 81 9 80 180 12 0 60 0 Schapenrst 2852 2852 24 60 3 56 0 6 0 30 0 New Era 2852 2852 24 60 12 50 0 12 0 30 0 Nigel 2852 1426 21 0 6 50 0 6 0 30 0 Selpark 1426 1426 0 0 0 0 0 9 0 30 0 Springs 8556 5704 42 80 36 80 0 6 162 60 0 Daggafontein 2852 2852 21 0 6 50 0 12 0 30 0 Dunnotar 2852 2852 24 0 6 50 0 12 0 30 0 Dunswart 4278 4278 36 110 12 80 180 12 208 60 0

Boksburg Oos 5704 5704 24 80 12 50 0 12 0 60 0 Boksburg 5704 5704 24 80 9 60 0 15 0 60 0 Oos Rand 5704 5704 24 80 3 60 0 12 0 60 0 Angelo 2852 2852 21 70 6 50 0 12 0 60 0 Delmore 4278 4278 24 70 9 50 0 15 0 60 0 TOTAL 64170 61318 381 891 150 886 540 183 370 810 0

2.7.4 The Staffing Plan and Shift System: The total cleaning staff/personnel to be provided in this specification is seventy one (71) including the supervisor as per the Table below.

LIGHT TRAIN CLEANING (AT TURN AROUND STATIONS) STATION CLEANING OPERATING TIMES

Saturdays, Morning S Night Shift Sundays & Shift h Public Holidays i f t

0 7 : Total 0 Corridor Station Number 0 No. Station Name Name Classification of Cleaners t o

06H00 to 08H00 to 14H00 to 20H00 1 14H00 16H00 (8hrs) 6 (8 hrs) (8 hrs) : 0 0 ( 9 H R S ) 1 Alliance EAST Halt 2 N/A N/A 2 1 N/A 2 Northmead EAST Intermidiate 3 N/A N/A 3 1 N/A 3 Apex EAST Small 2 N/A N/A 2 1 N/A 4 Brakpan EAST Core 7 N/A N/A 7 3 N/A

5 Schapenrust EAST Halt 1 N/A N/A 1 0 N/A 6 New Era EAST Intermidiate 3 N/A N/A 3 1 N/A 7 Nigel EAST Halt 2 N/A N/A 2 1 N/A 8 Selpark EAST Halt 1 N/A N/A 1 0 N/A

For 10 – 15 minutes 9 Springs EAST Core 17 10 7 N 8 based on train / schedule A 10 Daggafontein EAST Halt 1 N/A N/A 1 0 N/A 11 Donnotar EAST Halt 1 N/A N/A 1 0 N/A

N For 10 – 15 minutes 12 Dunswart EAST Core 14 8 6 / 7 based on train A schedule.

13 Boksburg Oos EAST Small 3 N/A N/A 3 `1 N/A 14 Boksburg EAST Small 3 N/A N/A 3 1 N/A 15 Oos-Rand EAST Intermidiate 3 N/A N/A 3 1 N/A 16 Angelo EAST Intermidiate 3 N/A N/A 3 1 N/A 17 Delmore EAST Intermidiate 3 N/A N/A 3 1 N/A SUPERVISOR(S) 2 1 1 1 1 TOTAL NUMBER OF CLEANING STAFF ON THE 39 CLUSTER PER SHIFT 71 19 14

C.2 Cleaning Material, Consumables, Tools and Equipment NB: This section provides ONLY guideline for the type of cleaning material and consumables and type of equipment and tools which will guarantee that the requirements by PRASA can be satisfied. The Contractor can use any equipment, tools and material which will assure the highest level of cleanliness of the station and all facilities.

Material and Consumables Tools and Equipment Handy Andy Trolley Mop (Industrial)

Pine Gel Bucket

All purpose liquid cleaner 25ltr Bucket

Floor Polish liquid Hose Pipe (Industrial)

Hand Wash Lawn Mower

Refuse Bags Rake (Industrial)

Dusk Musk 20 in a pack Garden Spade (Industrial)

Stripper Garden Fork (industrial)

Air Freshener Step ladder

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

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

Dou Block Mop Stick Mop Head (industrial) Carpet Brooms Office Brooms Mutton Cloth Toilet Rolls 48 Wrist Hand gloves Reocid Juiys Fluid Sunlight Liquid Weed Eater Industrial Toilet Brush 10 in a box

C.3 Cleaning Specification The specification provides for the provision of the following services and service frequency as a minimum contract requirement. However the service provider may employ the best innovation and best cleaning methods which will assure the highest level of cleanliness of stations and facilities.

Facility Areas Description of Service Frequency Staff Offices and Floors Sweep with dust mop sweepers Daily Messrooms Damp mop Daily Scrub with machine and polish Monthly Vacuum all carpeted floors Daily Shampoo Every three months Spot cleaning When requested Clean seats, scrub/vacuum Monthly Kitchen, Boardrooms and Wash dishes, dry and pack away Continuously Lounges Empty and clean all waste receptacles Continuously PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 Page 13 Issue Date: 25 January 2017 PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 TENDER NUMBER: HO/CRES/SGR/57/01/2017

Clean floors, counters Continuously Walls and Paintwork Spot clean all low surfaces (finger marks, etc.) Daily Glass walls, doors and light switches Daily Windows Clean wash windows Weekly Others Dust all areas needed to be dusted (up to 2m) Alternate days(Mon, Wed, Fri) High dusting (above 2m) Weekly Empty and clean all waste baskets, receptacles Continuously Polish all wooden furniture Daily Waste Disposal Remove all waste to a specified area Continuously Toilets and Public Whole of Ablution block Empty and clean all waste receptacles Continuously Ablution Facilities Clean and sanitize all toilet bowels, basins and urinals Continuously Clean all mirrors Daily Damp mop with disinfectant Daily Spot clean walls, doors and partitions Daily Replace toilet paper and towel rolls Continuously Replenish hand soap Continuously Platforms & Platform areas Sweep platforms daily Railway tracks Remove papers and other foreign objects Continuously Sweep the railway tracks. Every three months Railway tracks. Remove papers and other foreign objects – Clean the railway daily Note: Employees work tracks up to 200m beyond the edges of both sides of the under protection on platforms tracks and only during the off-peak) Station Glass and Metal Work Spot clean glass doors As necessary Concourse Area Clean and polish all bright metal fittings Weekly Windows Clean wash windows Weekly Entrances and All areas around Sweep clean building surrounds. continuous Walkways entrances and Dust/wipe clean walls. Weekly walkways Wipe clean signs and Lettering. Daily Waste Refuse Room and Sort the waste and isolate recyclable waste from Daily Collection Collection Area disposal waste Facility Coordinate the processes of collection of waste As required (disposal and recyclable) - Call the collection Company and Maintain Records Wash refuse containers As required Wash floors with chemicals. Daily Disinfect all areas with recommended insecticide. Weekly Parking Area All common areas and Sweep platforms Daily and Common parking Remove papers and other foreign objects continuously External Areas of the facility

Others

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

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

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

d) Ceilings – dust and wipe air vents once every two months. e) Chairs – cloth: vacuum, daily, spot clean as necessary and shampoo as required. Vinyl and leather – dust, daily and damp wipe fortnightly. f) Desks – natural, unsealed woods – dust daily. Sealed wood – polish weekly. Scaled wood/glass/formica – dust or damp wipe daily and polish weekly. g) Doors – remove finger-marks on glass and push plates daily, dust or damp wipe monthly and damp wipe door handles weekly. h) Electrical Equipment – dust daily, damp wipe weekly. Wet wipe and rinse inside surfaces of microwaves weekly or as necessary. i) Mirrors – in washrooms – wet wipe and dry daily or as necessary. Ornamental – use glass cleaner weekly. j) Ovens/Stoves – wet wipe hot plates with hard surface cleaner daily or as necessary. Use caustic aerosol spray on emancified oven surfaces monthly. k) Radiators / Aircon – dust and damp wipe weekly. l) Refrigerators – damp wipe top daily, damp wipe doors and sides daily. m) Rubbish Bins – empty and damp wipe daily and remove stains and disinfect weekly, or as necessary. n) Shelves – dust those that are empty weekly and damp wipe when shelves are cleared as required. o) Sinks – wet wipe as necessary daily p) Skirting – Wet wipe with hard surface cleaner weekly and remove stains and/or marks when necessary. q) Tables – in canteens wet wipe daily, other areas as for desks. r) Taps – wet wipe with hard surface cleaner daily and remove mineral deposits monthly. s) Telephones – dust and damp wipe with disinfectant weekly. t) Floors: Resilient (vinyl, PVC, linoleum, sealed wood, etc.)

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

b. Low Traffic – remove dust with mop or disposable cloth sweeper daily. Damp mop for soilage as necessary. Spray clean or burnish using mechanised system weekly. Light scrub and apply maintenance coat as necessary. Strip clean and reseal as required. u) Toilet – ensures usability (report faults to ticket office) and replenishes consumables (toilet paper) daily. Remove spoilage from bowl and under flush rim with hard surface cleaner and a brush daily, and as necessary. Remove mineral deposits PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 Page 15 Issue Date: 25 January 2017 PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 TENDER NUMBER: HO/CRES/SGR/57/01/2017

monthly. Wet wash seat and lid, cistern and pipes etc daily, and as necessary. Disinfect all components daily. Wet wipe doors and walls twice weekly or as necessary. v) Urinals – remove litter as necessary. Wet wipe with hard surface cleaner or disinfectant daily. Wet wipe and dry wipe flushing mechanisms daily. Mop step and/or floor at urinal with disinfectant as necessary. Remove mineral deposits from gullies and drains monthly. w) Walls/Window sills – Spot clean as necessary. Wet wipe and dry washable surfaces twice annually.

C.4 Measurement of Performance The service provider’s performance of cleaning service will be formally measured monthly according to the measurement criteria below.

FOCUS CLEANLINESS MEASUREMENT ITEMS Papers, peels, cans/bottles, 0 = NOT APPLICABLE PLATFORMS: cigarette butts, leaves, excrement, 1 = UNACCEPTABLE (No information at all. Information older than two days) bad smells, stagnant water, dirt 2 = POOR (Notices are handwritten. Information older than expiry date. Notices bags, leaking sewage, rodents, animals (dead or alive) are not clearly understandable and not informative.) 3 = GOOD (Minimum of elements present. Obvious sign that the place is cleaned) 4 = EXCELLENT (No litter and an extra effort was put in to make the place look more attractive e.g. floor was washed with detergent) Litter and hygiene e.g. papers, 0 = NOT APPLICABLE WAITING ROOMS AND peels, cans/bottles, cigarette 1 = UNACCEPTABLE (Most elements present and there is a general sense of no SHELTERS: butts, leaves, general dirt, cobwebs, dust, excrement, bad maintenance and neglect.) smells, water pools, plastic bags. 2 = POOR (Has not been swept in the last 1-2 hours. Visible signs of accumulated dirt.) 3 = GOOD (Minimum of elements present or visible sign that place is cleaned.) 4 = EXCELLENT (No litter and an extra effort was put in to make the place look more attractive e.g. floor was washed with detergent or polished.) E.g. papers, peels, cans/bottles, 0 = NOT APPLICABLE TRACKS: cigarette butts, leaves, plastic 1 = UNACCEPTABLE (Most elements present and a general sense of neglect.) bags, 2 = POOR (Visible signs of dirt that has accumulated.) 3 = GOOD (Minimum of elements present/visible sign that tracks are cleaned.) 4 = EXCELLENT (No litter. Tracks are cleaned at least once per day.) Papers, dust, cobwebs, peels, 0 = NOT APPLICABLE TOILETS: cans/bottles, cigarette butts, 1 = UNACCEPTABLE (Toilets out of order. Toilets not cleaned on daily basis.) excrement on floor, bad smells, water pools, leaking sewage, 2 = POOR (Toilets cleaned, but still visible signs of dirt, e.g. dust, cobwebs.) rodents, animals (dead or alive), 3 = GOOD (Obvious sign that toilets are cleaned daily.) overflowing sanitary bins. 4 = EXCELLENT (Extra effort is put in to ensure cleanliness, e.g. using detergents.) E.g. papers, general dirt, dust, 0 = NOT APPLICABLE

SUBWAYS AND mud, water pools, peels, 1 = UNACCEPTABLE (Most elements present and a general sense of neglect and BRIDGES: cans/bottles, cigarette butts, no maintenance.) leaves, excrement, bad smells, plastic bags, leaking sewage, 2 = POOR (Has not been swept in the last 8-12 hours, visible signs of dirt.) rodents, animals (dead or alive). 3 = GOOD (Minimum of elements present or visible.) 4 = EXCELLENT (No litter, extra effort was put in to make the place more attractive.) NOTE: If papers and leaves etc. are present due to wind, it will be taken into consideration.

Litter and hygiene e.g. paper, 0 = NOT APPLICABLE AUTHORISED peels, cans/bottles, cigarette 1 = UNACCEPTABLE (Most elements present and there is a general sense of no VERIFICATION POINTS: butts, dust, bad smells, grime, ACCESS CONTROL graffiti, water pools, rodents, maintenance and neglect.) AREAS animals (dead or alive), 2 = POOR (Has not been swept in the last 8-12 hours. Visible signs of dirt overflowing bins for defaced tickets. accumulated.) 3 = GOOD (Minimum of elements present or visible signs that the place is maintained.) 4 = EXCELLENT (No litter and an extra effort was put in to make the place look more attractive e.g. floor washed with detergent and / or polished.) PARKING AND Litter and hygiene - Papers, peels, 0 = NOT APPLICABLE EXTERNAL AREA cans/bottles, cigarette butts, 1 = UNACCEPTABLE (Most elements present and there is a general sense of no leaves, excrement, used condoms, bad smells, stagnant water, dirt maintenance and neglect.) bags, rodents, dead animals, 2 = POOR (Has not been swept in the last 8-12 hours, some elements like hawkers catering food, , overflowing dirt bins. papers, cigarette butts, leaves, condoms, etc.) 3 = GOOD (Minimum of elements present, hardly any litter present.) 4 = EXCELLENT (No litter and extra effort was put in to make the place look more attractive e.g. shaded parking, painted lines etc.)

NOTE: If any of the above elements like papers, leaves, etc. is present due to the wind / wind blowing, it will be taken into consideration. FOYER – STATION Litter and hygiene - Papers, 0 = NOT APPLICABLE FORECOURT AND peels, cans/bottles, 1 = UNACCEPTABLE (Most elements present and there is a PARKING AREAS cigarette butts, leaves, water pools or mud, dust, general sense of no maintenance and neglect.) grime, graffiti, leaking 2 = POOR (Has not been swept in the last 1-2 hours, visible signs sewage, rodents, animals (dead or alive), ticket of dirt that has accumulated.) windows (clean outside), 3 = GOOD (Minimum of elements present and obvious signs overflowing dirt bins. that the place is maintained.) 4 = EXCELLENT (No litter and extra effort was put in to make the place look more attractive e.g. floor was washed with detergent or polished.) NOTE: If any of the above elements like papers, leaves etc. is present due to the wind blowing, it will be taken into consideration.

a. TRAIN CLEANING SPECIFICATION AT TURN AROUND STATIONS

a.i. INTRODUCTION

a.i.1. This is a tender specification schedule for a quick light cleaning of trains at turn around stations. Springs and Dunswart train stations are the only turnaround stations in SGR East Corridor 2 where various schedule trains make a turn-around at the station.

a.i.2. The trains at the station will spend between 10 – 15 minutes before a return trip commences. It is during this period that PRASA CRES requires that a light cleaning as specified herein is undertaken to ensure that the train is in good clean condition for the return trip.

a.ii. BACKGROUND INFORMATION

a.ii.1. The number of train per station are as follows;

a.ii.1.a. Springs: There are eight (8) trains that turns around at the station

a.ii.1.b. Dunswart: There are twelve (12) trains that turns around at the station.

a.ii.2. There are twelve (12) coaches per train set that are operationally scheduled and will require quick light cleaning at all three stations.

a.ii.3. The current train schedule (which is amended from time to time by PRASA RAIL OPERATION) provides a maximum of ten (10) minutes turning period for each train on its schedule for, Springs and Dunswart station.

a.iii. DETAIL SCHEDULE

NB: A set working schedule will be made available to the successful bidder that clearly indicates the arrival and departure time of all train sets.

a.iv. SPECIFICATION OF THE WORK, PRODUCTS OR SERVICES REQUIRES

a.iv.1.Description of Light Service Required

a.iv.1.a. The specification provides for the provision of simple and quick light cleaning services inside the commuter coaches during the turning period as described below.

General:

 Removal of all visible dirt from floors, seats and window sills: All papers, tins, dust, bottles, sand, cigarettes buts, sweet papers, peanut shells, bubble gum on floors must be removed from the coaches by picking it up.  Quick sweeping removal of dirt from floors and seats, Papers, tins, dust, bottles, sand, window sills, cigarettes buts, sweet papers, peanut shells, bubble gum on floors, soft drink stains, Sweeping is carried out with a soft haired office broom. Removal of Spills:  Where there is blood splattered or body fluid contamination (e.g. spills of vomit or fiscal matter), or water spills those should be cleaned immediately and any contaminated surfaces cleaned and disinfected.

Technical Evaluation: ANNEXURE 2 The following table indicates what will be measured in the technical evaluation stage and the amount of points allocated per section

Sub-Criteria Description Weightings

Proposal including The Tenderer must provide PRASA with the cleaning implementation plan for Project plan (30 %) cleaning services. Please outline how the cleaning operation at each station will be managed daily to ensure that station level of cleanliness is consistently maintain at highest level. Showing estimated start and end dates, major milestones, critical path and estimated duration to reach works completion No plan 1 A Generic Plan not related to the works or activities of the cleaning 2 functions Submitted Plan with the following requirements o Staff Deployment Plan 3 o Shifts Schedules Submitted Plan with the following requirements o Staff Deployment Plan 30% o Shifts Schedules 4 That includes; o Daily Cleaning Schedules o Peak hours plan Submitted Plan with all of the following requirements o Staff Deployment Plan o Shifts Schedules Daily Cleaning Schedules o 5 o Peak hours plan That include: o Deep cleaning Schedules (Monthly, Quarterly and Annually)

Track record and  The Tenderer must provide evidence of good quality work done before, Experience (30 %)  References of cleaning services done within the last three years.

 CV’s of the key personnel (Supervisors) The Tenderer must provide References of cleaning done, detailing the size and period of contracts, number of cleaning staff on each contract.  Previous Experience: Reference: Please include company name, contact person and contact details (telephone number and e-mail).

1 No facilities cleaning experience. Company with facilities cleaning experience of one (1) month but not 2 more than two (2) years of experience. 20 % Company with facilities cleaning experience of more than two (2) but 3 not more than four (4) years of experience. Company with facilities cleaning experience between four (4) and five (5) years of experience. 4 Company with facilities cleaning experience of more than five (5) years of experience. 5  Previous Experience of Key personnel (Supervisors): Reference: Comprehensive CV’s that detail work experience and contactable references contacts.

1 No Experience

Experience of less than three (3) year in Supervisory capacity with CV 2 10 % attached with contactable references Experience of between five (5) and three (3) in Supervisory capacity 3 with CV attached with contactable references. Experience of between five (5) and ten (10) years in Supervisory 4 capacity with CV attached with contactable references Experience of more than ten (10) years in Supervisory capacity with 5 CV attached with contactable references

Delivery Capability The Tenderer must demonstrate if they have the necessary capacity to provide the (30 %) required service.  Company Structure: Provide an Organogram that depicts the structure for the management of the contract.

Management and Operational Structure: Contracts Manager, Safety Officer or Rep, Supervisor. 10%

No Organogram 1 Organogram contains none of the positions required above 2 Organogram contains one (1) of the positions required above. 3 Organogram contains two (2) of the positions required above 4

Organogram contains three (3) or more of the positions required 5 above. Financial Capability: Cash-flow Financial capacity will measure the liquidity of the Bidder(s). Liquidity, The liquidity or current ration formula = current assets/current liabilities.

No Submission of Financial Statement 1 Current ratio x < 0 2 20% Current ration x < 0.5 3 Current ratio 0.5 <_ x <_1 4

Current ratio x > 1 5

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

1 No Plan Generic Health and Safety Plan - Not Cleaning Services Specific 1 2 “Function Specific and Relevant” Health Safety Plan with no risk 3 assessment and method statement Submitted “Function Specific and Relevant” Health and Safety Plan with Risk Assessment and Method Statement 4 Submitted “Function Specific and Relevant” Health and Safety Plan with safety monitoring schedules 5

Total 100%

PROVISION OF CLEANING SERVICES FOR VARIOUS STATIONS IN SOUTHERN GAUTENG REGION (SGR) AND TRAIN LIGHT CLEANING AT 2 STATIONS – EAST CORRIDOR 2 Page 23 Issue Date: 25 January 2017