I.

Background

The Philippine Embassy in Berne intends to procure services for the cleaning of its indoor and outdoor facilities from a professional janitorial services company.

II.

Objective

To provide a safe and clean workspace for the Embassy personnel by securing outsourced professional janitorial services that use up-to-date and environment-friendly cleaning tools and procedures. 

III.

IV.

V.

Scope of Work

The Contractor shall:

Statement of Compliance

A.   General

Provide regular cleaning and basic gardening services for the Philippine Embassy Chancery located in Kirchenfeldstrasse 73-75, 3006 Berne.

B.    Specific Duties and Responsibilities

1. Provide daily maintenance cleaning services for the Chancery’s interior and exterior, which shall include;                                                                                  
   1. Sweeping, mopping, spot-scrubbing and polishing (if necessary) of all floors;       
   2. Regular vacuum cleaning of carpets in rooms, hallways and staircases (2 or 3 times a week);                                                                                                     
   3. Daily emptying and cleaning of all receptacles and paper waste containers;       
   4. Disposal of garbage following the City's policy on waste segregation and schedule of garbage collection;                                                                           
   5. Lining of waste bins with appropriate plastic bags and changing as necessary;                                                                                                           
   6. Cleaning, sanitizing and minor de-clogging of toilets, kitchen sinks and washrooms which include the use of special de-clogging agents;                      
   7. Cleaning, sanitizing of washbasins, urinals and toilet bowls which include the use of special and disinfecting agents;                                                                
   8. Cleaning, washing and drying up of kitchen wares and utensils, including the ovens, stoves and refrigerators, if needed;                                                         
   9. Providing the toilets, kitchens and other designated areas with toilet paper rolls, folded hand paper towels, rolled kitchen paper towels, hand soaps, hand sanitizers and candle fresheners;                                                               
   10. Watering of indoor plants; and                                                                              
   11. Cleaning of flower pots and plants boxes                                                                                                                                                                       

2. Provide basic garden care, including mowing the grass and watering of the plants as needed, and clean the Chancery grounds;

3. The janitorial personnel shall report to the Administrative Officer, all broken fixtures, leaking faucet, broken toilet bowl flusher, defective toilet door knobs that are found in the premises and which require immediate repair;

4. Special Services

• Cleaning of windows and shutters (1x/year); and
• Shampooing and vacuuming of carpets in rooms, hallways and staircases (1x/year)

C.   Observance of Swiss Government Regulations

The Contractor shall comply with Swiss labour laws and regulations including the provision of the required accident and medical insurance, social security coverage, pensions-kasse (if applicable) as well as provision of other benefit entitlements that its employees may be entitled to under Swiss laws.

D.   Miscellaneous Equipment and Supplies

CONTRACTOR'S OBLIGATIONS:

1. Provide environment-friendly and non-hazardous to health, cleaning supplies and materials such as tissue rolls, paper hand towels, fresheners, hand soap, dishwashing liquid, stain removers, fine steel wool, furniture polish, glass cleaner, carpet shampoo, plastic bags for waste bins,  etc.;                                                                              
2. Provide tools and equipment such as soft and stick brooms, dust mop and pan, vacuum cleaners, pruning shears, safety gloves etc.          
3. Ensure that supplies are always available and kept in sufficient stock in the Embassy; and                                                                              
4. Provide its personnel assigned to the Chancery with proper personal    protective equipment relevant to their tasks, such as but not limited to, gloves and masks. The janitorial service personnel shall not be allowed to stay within the Embassy premises after completing their assigned tasks, unless deemed necessary with the approval of the Administrative Office.

VI.

Contract Duration and Bid Offer

1. The Contract shall commence on 01 January 2020 and end on 31 December 2020;                                                                                                                      
2. The bid price shall include a breakdown on the cost as follows:                                                                                                                                         a. Daily cleaning services per hour (excluding weekends and holidays)                 24 hours/week during Spring, Summer and Autumn                                           22 hours/week during winter                                                                                                                                                                                              b.Special Services:                                                                                                                                                                                                                         General Cleaning of the windows, blinds and shutters (1x/year)           General Cleaning of the carpets (1x/year)

3.  Supplies and cleaning materials, tools and equipment; and

4.  The Offer shall be exclusive of MWST/VAT;

VII.

Confidentiality Clause

The Contractor shall ensure that each of its personnel assigned to the Embassy shall execute and sign a Non-Disclosure Agreement which is to be submitted to the Embassy prior to the commencement of the service.

VIII.

Terms of Payment

1. The Contractor shall submit monthly billings on the first week of the following month;                                                                                                                
2. The Contractor shall be paid within thirty (30) working days upon the submission of the invoice and complete supporting documents which shall include the total hours of work rendered for the month;                
3. Payment for special services such as deep cleaning of carpets and cleaning of windows and shutters shall be billed after the services have been rendered;                                                                             
4. All payments shall be exclusive of value-added tax.   The Embassy shall provide a duly-accomplished VAT exemption form;                                             
5. Payment of janitorial services shall be based on the actual number of days and hours. With written request from the Embassy, janitorial services, rendered beyond office hours or on weekends and holidays, shall be considered overtime services and shall be paid in accordance with the rate allowed by local labor laws; and                        
6. The daily schedule of janitorial services shall be from Monday to Friday excluding weekends and holidays.