Provision Office Cleaning Services Tender, Uganda - 96746589

Procurement Summary

Country : Uganda

Summary : Provision Office Cleaning Services

Deadline : 14 Mar 2024

Other Information

Notice Type : Tender

TOT Ref.No.: 96746589

Document Ref. No. : MC-UG-CORE-002-2024

Competition : ICB

Financier : Other Funding Agencies

Purchaser Ownership : Public

Tender Value : Refer Document

Purchaser's Detail

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Tender Details

Request for proposals are invited for Provision Office Cleaning Services to Malaria Consortium Offices in Different Locations in Uganda

3. Vendors shall submit sealed bids addressed to:

Malaria Consortium Uganda
Plot 25, Upper Naguru East Road
Naguru, Kampala, Uganda

Bids must also be submitted in softcopy to tenders@malariaconsortium.org with the following reference in the subject: ‘MC-UG-CORE-002 - Office Cleaning Services-

4. Bids must be received by Thursday, March 14th 2024 at 17:00 (5 pm). Bids submitted after the deadline will NOT be accepted.

5. Questions must be sent by email to tenders@malariaconsortium.org with the following bid reference in the subject: ‘MC-UG-CORE-002 - Office Cleaning Services-- Question-

Scope of work
Internal (Inside Buildings) and External (Outside Buildings/Compounds) make up the Physical Scope.

i) Internal (inside Buildings) includes: Office areas, meeting rooms, kitchen areas, floors, stairs, reception areas corridors and toilets

Specific functional areas

Floors for corridors, offices, and toilets, stairs, reception space & meeting rooms
• Clean offices, stairs corridors and toilets between 6.30 am and 7.30 am, each working day / between 7:00 am and 5.00 pm. Maintenance throughout the day.
• Vacuum the floor before mopping. Mop with water containing an approved cleansing agent, for all tiled floor surfaces.
• Mop with a mixture of water and detergent for just cement floor areas then rinse with clean water and dry it.
• Sand and varnish the wooden floor when worn out Polish them weekly and maintain.
• Sweep stairs before mopping and dusting. Clean the fire extinguisher cylinders in the premises and dust the stair rails.
• Terrazo Floor, use both machine and hand scrubbing to clean thoroughly, Dry mop with clean mop for daily cleaning. Use clean water with a liquid detergent and a hand scrubbing brush. Rinse with clean water and squeeze.
• Provide wet signs in corridors when mopping and protective wear for the cleaning team.
• Remove dust from the Clocks, Wall Fans, and Notice Board frames and hang photos in the respective areas/ offices.


Cabinets, doors, wash plastic Chairs, furniture, wooden surfaces, fixtures and equipment
• Damp wipe free of stains, spillage and marks on all tables, chairs and all wooden surfaces and equipment after the completion of floor cleaning.
• Apply pledge /furniture polish on the wooden surface of tables in offices.
• Damp-wipe all cupboards, doors free of stains, spillage and marks.
• Remove dust and stains from all equipment like copiers, printers, and water dispensers.
• Wash plastic Chairs at least once every week
• Dust and wash the Office Chairs every 3 months or whenever need be.

Office Waste Bins
• Empty all bins, provide bin liners and replace them weekly unless required sooner. Rubbish from the bins is to be placed in bins where rubbish is collected from by the respective gabbage collection vehicles at each premise. Ensure that the bins are clean at all times.

Kitchen /Rest room sinks, window for offices, indoor/out door flowers, walls and corridors
• Clean all sinks and strainers with water and detergent and rinse with clean water.
• Clean window/door glasses, frames and sills for all windows once a week. Wash windows once a month.
• Maintain (water and monitor soils) for indoor flowers daily.
• Remove surface dust, finger marks, smears, spots Stains and cobwebs from walls.
• Remove finger marks, smears from around wall switches,
• Door knobs and all metalwork.
• Clean/wash window curtain Blinds where applicable. Clean up ventilators and wash them when due.

Entry and Reception Areas
• Remove surface dust, finger marks, smears, spots and stains from wall switches and doorknobs.
• Remove dead insects and litter from window frames, sills and any horizontal surface.
• Remove dust and finger marks where necessary on all glass doors, viewing glass and partition glass (both sides) once a week or when necessary.
• Remove and clean doormats, and replace doormats correctly.
• Remove dust from the Clock, Fan and Notice Board frames in the reception area.

Rest Rooms (Toilets)
• Sweep the floor before mopping. Mop with water containing an approved cleansing agent.
• Wash toilet floors free from surface dirt with a germicidal detergent and disinfectant and where mopping is not sufficient to give a good appearance, machine scrubbing of floor is to be applied.
• Remove stains and spillage from all toilet fixtures, surrounding walls and skirting surfaces, with a disinfectant and cleaning agent.
• Clean toilet seats, topside and underside with a disinfectant and cleaning agent.
• Remove watermarks and stains from inside and outside of toilet bowls and urinals.
• Clean and disinfect urinals, water-soluble crystals or urinal mats are to be used in all urinals.
• Remove all marks from mirrors, all doors, walls, washable paintwork and wall tiles.
• Clean and disinfect all hand basins thoroughly including wall mirrors, etc. No abrasive cleaning materials are to be used.
• Replace toilet tissues as and when required on each day. ( For quality control, our office will provide the toilet tissues.
• Empty waste Sanitary bins, Waste baskets and clean them daily.

ii) External includes:
• Sweep compound walk ways, park yards and pavements daily before 7.30 am.
• Scrub pavements once a month.
• Clean drainages on the ground floor surrounding the building daily gutters and pipes on the rooftop monthly.
• Mow the grass in the compound once a month in dry season and twice a month in wet season.
• Maintain the flowers (water them and change soils where necessary).
• Trim the Hedges once or twice a month basing on need.
• Water the grass compound/Flower Gardens in a dry season whenever it is necessary.
• Clean Ventilators, Gutters and the Premise Gate
• External washing of walls (in case painted, not plastered)
• Carry out General cleaning and Fumigation once every quarter
• Provide fumigation services against vermin, termites and rodents.

Human Resource requirements
List of staff requirements for the key personnel (Profile/qualifications)
• Bidders shall provide certificates and evidence of experience. A clear disciplinary procedure of the company and staff rotational plans on a quarterly basis should also be provided on submission of bid documents. Basic staff should be able to read and write in English.
• Over all premises Supervisor; preferably with a minimum of a Diploma in Business Administration, with good communication and interpersonal skills.
• Each Lot should be provided with cleaners with a minimum qualification of an O-level certificate and with proven capacity and experience to supervise the cleaning function.
• The service provider to handle plumbing equipment with care.
• Two cleaners at each office location to clean office, toilets etc as mentioned above. A stand by force to cater for unforeseen absence of some workers should be catered for. Their employers should give all cleaners skills in customer care, interpersonal relationship and basic cleaning functions.
• Cater for the cleaner-s welfare (provision of lunch, Job rotation schedule, Training, Leave days, workers compensation
• Provide full uniform to all cleaners with identification of the company and protective wear i.e. gum boots, gloves, and nose masks. (Occupation Health & Safety)
• Provide Signage for wet floor areas/Slippery surface when cleaning

Equipment
• The provider should submit list of equipment with their capacity and the number of times they would be available in a month during the execution of the contract.

Performance
• Provider who has worked with Malaria Consortium in the portfolio of cleaning services specifically for offices should provide the recommendation on performance from Malaria Consortium especially on the most recent contracts (running/expired)
• Providers who have not worked with Malaria Consortium before should provide at least three (3) recommendations on performance from their current/most recent contracts from other clients.

Work plan price schedules
• The provider must provide a documented work plan specifying a monthly schedule which would determine the fixed monthly payment for locations
• The work plan should have an appendix of a list of costed quality cleaning materials with quantities to be provided for each premise specified above:
• The user should be given access to monthly inspections of materials.
• The following makes part of the basic supplies required but not limited to: cleaning detergents, Pledge, Mopping rugs, Cleaning Towels, scrubing brushes, dustpans, brooms, cobweb cleaners, ladders, rakes, hoovers, scrubbing machines Squeezers, liquid soap, as and when required, disinfectants, and sanitary disposal services and any others.
• Provide the list and quantities of equipment intended to be used for the cleaning service. I.e. hooving, mowing machines, wet places sign postsetc. Equipment should be of good quality and readily available (noise-free equipment will be preferred).

13. Provide expected schedule
• Submit a monthly report on performance and challenges when invoicing.

Documents

 Tender Notice