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SUPPLY CHAIN MANAGEMENT

SCOPE OF WORK

PROJECT DESCRIPTION : PROVISION OF NEW ELECTRICAL MULTIPLE UNIT (EMU) COACH CLEANING SERVICES FOR NORTHERN GAUTENG REGION (NGR)

TRANSACTION : REQUEST OF AN APPOINTMENT OF

TENDER FOR A CLEANING SERVICE PROVIDER TO SEMI INTENSIVE AND DEEP TRAIN CLEANING IN VARIOUS TRAIN YARD IN GAUTENG NORTH REGION FOR NEW ELECTRICAL MULTIPLE UNIT (EMU) PRASA TRAINS.

1. INTRODUCTION

Prasa’s missions is to provide a dignified travel experience that makes a lasting impression,

and builds brand loyalty – both internally (employees) and externally (customers) – that adds

benefit to the passenger. Prasa Cres’s objective is to provide commuters with EMU trains at

all times.

1.1. PRASA aims to provide a safe, comfortable and efficient transport system to its

commuters. Cleanliness of the EMU trains to international standards is of paramount

importance

1.2. Gauteng North Metrorail Rolling Stock depot has a total fleet of 22 EMU train sets.

1.3. PRASA requires a deep cleaning and intensive service cleaning for all EMU train

sets which are staged at various staging yards. These train sets must be at highest

level of cleanliness and hygiene and must be cleaned regularly to provide better

environment for the commuters.

of 16 Bid Specification: EMU Train sets

1.4. The provision of cleaning of railway tracks in the staging yards forms a critical part of

the train cleaning functions.

1.5. PRASA committed through its “Passenger Charter” to providing train service that is

safe, reliable and with trains that are functional and clean. This is the commitment of

the business objective of providing a train service of the future at modernised

stations that will required maintenance and cleaning of the highest standard.

2. BACKGROUND INFORMATION2.1. Status quo2.1.1. PRASA entered into a three (3) quote contract for all the EMU trains in this region in

April 2017. These contracts terminated end of July 2017.

2.2. Problem Statement. 2.2.1. The impression that customers have of PRASA depends on their experience of

EMU Trains and therefore cleanliness of the Trains is extremely important in this

regard. PRASA customers deserve clean EMU Trains and the PRASA committed in

delivering cleaner EMU Trains to its customers.

2.2.2. Filthy Trains are not only health and safety hazards, environmental unfriendly

and/or inconvenience to customers but are a risk to the business of PRASA and

have reputational damages to image of PRASA

2.3. Objectives of the Provision of the Service2.3.1. PRASA intends through the provision of this service to achieve highest quality

standard of cleanliness of the EMU train sets deep cleaning and semi intensive train

cleaning.

2.3.2. To ensure that EMU train sets are environmentally friendly and pleasing for

commuters and customers, and also clean and hygienic.

2.3.3. To ensure that the cleaning processes and methods complies with environmental

and safety standards.

2.3.4. PRASA has a legal and statutory obligation to maintain its operating environment in

a safe, environmentally sound and responsible manner. Beyond PRASA legal

obligation, it is the commitment of PRASA to be a public transport mode of choice

and hence PRASA is talking about “a business service of the future” in its

modernisation state.


3. SPECIAL CONDITIONS FOR TENDERS3.1. Limitation of Contracts3.1.1. No contractor shall be awarded more than one contracts in the same advert.

4. SCOPE OF WORKS AND AREAS OF FOCUS4.1. Describe what need to be done4.1.1. The appointed service provider shall be required to provide highest quality cleaning

services for deep cleaning, semi intensive and light train cleaning at the staging

yards.

4.1.2. The provision of this service shall comply with applicable and relevant regulations

and laws that govern the cleaning sector as well as Health and Safety Act (Act 85 of

1993) and Railway Safety Act (Act 16 of 2002).


4.2. The Train staging yards and EMU Train sets fleet

4.3. This service will be undertaken at the following staging yards :


1. SEMI INTENSIVE CLEANING Name of the Site Number of

Trains (Day)Semi intensive

Number of Trains set (Night)

Semi intensive

Number of Coaches

(Maximum)Saulsville Staging Yard

(Monday to Friday)4 4 6 coaches

Saulsville Staging Yard (Saturday to Sunday)

4 4 6 coaches

Wolmerton Staging Yard

(Monday to Friday)

8 10 6 coaches

Wolmerton Staging Yard

(Saturday to Sunday)

8 10 6 coaches

Eerste Fabrieke Staging

Yard(Monday to Friday)

8 8 6 coaches

Eerste Fabrieke Staging

Yard(Saturday to Sunday)

8 8 6 coaches

A set working schedule will be made available to the successful bidder that clearly indicates the arrival and departure time of all train sets on both shifts (day and night).

NB:Prasa reserve the rights to change the set configuration 6 to 12 coaches

2. DEEP CLEANING EXTERIOR AND INTERIOR

Name of the Site Number of TrainsIntensive

Number of Coaches

(Maximum)Wolmerton Depot(Weekly)

14 6 coaches

NB:Daily deep cleaning of 2 sets per day.

3. OPERATING TIMES


Prasa Cres has the shifts structured to meet the commuter’s expectations. These

times serves our commuters in both peaks – afternoon and morning.

Working hours – (Monday to Friday) Weekdays

Day Shift 07h00 – 16h00

Night shift: 20h00– 04h00

NB: The location and hours of work, schedule and shift is subject to change.

Saturday

Day shift 07h00 – 16h00

Night shift: 20h00 – 04H00


Sundays and Public holiday

Day shift 07h00 – 16h00

Night shift: 20h00 – 04H00


Station name Number Track Rails Track Rails Size

Eerste Fabrieke Staging Yard 4 3408m²Wolmerton Staging Yard 12 8520m²


Saulsville Staging Yard 2 1704m²TOTAL 18 13632m²

Table 4.4 illustrates the extend and size of the rail tracks

4.4. The Staffing Plan and Shift System

4.4.1. The total cleaning staff/personnel to be provided in this specification is sixty one and

one (61) including the supervisor 6 as per the Table below.

Staging yard name Total Number

of Cleaners

Second Shift (Night)First day Shift (Day)

1 Eerste Fabrieke 16 07:00am – 16:00pm (8) 19:00pm - 04:00am (8)Supervisors 2 1 1

2 Wolmerton 35 07:00am – 16:00pm (24) 19:00pm - 04:00am (11)Supervisors 2 1 1

3 Saulsville 10 07:00am – 16:00pm (5) 19:00pm - 04:00am (5)Supervisors 2 1 1

67

5. SPECIFICATION OF THE WORK, PRODUCTS OR SERVICES REQUIRED

5.1 GENERAL 5.5.1 The cleaning of the train will be carried out when the train is stabled in the Inspection

Shed, or stabling line at Various Depot, Stabling line at the various stations.

For monthly heavy wash, the stabling line or location as directed by the Engineer shall

be used.

5.1.2 All movement of Rolling Stock (coaches) where the cleaning is to be done and after

cleaning shall be made by Metrorail.

5.1.3 Metrorail will arrange opening and closing the doors of coaches (trains).

5.1.4 The contractor shall clean only these areas of the Electrical and other specified

equipment, which are either mentioned in the specification or permitted by the

Employer or mentioned by the authorized representative of the Engineer.

5.1.5 The proper record for the chemical and detergent used for cleaning shall be

maintained by the contractor. The engineer’s representative shall frequently monitor

the consumption. The engineer on his discretion may advise to the contractor to


handover the cleaning chemical and detergent to employer’s store at site and get

issued from there.

5.1.6 Cleaning of Facility occupied by the contractor’s cleaners at depot shall be done every

day

5.1.7 Apart from the daily cleaning and deep cleaning activities with use of chemicals for

heavy cleaning machine shall be done every day.

5.1.8 The consumables shall be provided in abundant and there shall be no shortage.

5.1.9 The dilution suggested by supplier for the chemicals and cleaning regents shall be

followed.

5.1.10 No vandalism of the Prasa facilities shall be tolerated.

5.2 Description of Service and Frequency

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

train sets.

5.3 Foreword

The purpose of this specification is to provide information to enable the train cleaning staff to

ensure that the trains are clean and fit for service.

The specification contains a leaning task period icy chart; this programme shall be followed

to provide trains that are clean and fit for service.

5.4 PRECAUTIONS AND SAFE PRACTICES

a. General

Personnel must, at all times, observe all safety regulations while performing cleaning

operations. Sewage is a common mode of transmission for parasitic micro-organisms such

as bacteria, fungi, protozoa, viruses and worms. Some of these may be pathogenic,

meaning they have the capability of causing serious communicable diseases, and even

death. Most diseases associated with sewage result from hand-to-mouth transfer of the

pathogenic organisms.

Infections such as AIDS, hepatitis etc. can be transmitted by blood or certain body fluids of a

sufferer or carrier contaminating a skin wound. Hygiene precautions are necessary when

dealing with spilled blood from any source. Extra care and protection is required when


cleaning up blood, vomit or excrement. When this type of hazard is encountered the cleaner

must report it immediately to the Supervisor.

b. Personal Hygiene

Many of the micro-organisms can enter the body through the mouth, nose, open cuts etc.

Personal hygiene is a crucial factor in avoidance of biological hazards.

Cleaning staff must not eat or smoke in the cars where incidental messes are found.

Personnel with open cuts, sores etc. should not clean up incidental messes, but if asked to

do so they must ensure that open wounds are covered by a waterproof dressing. Rubber or

Neoprene gloves, rubber boots and a disposable overall with elasticised hood, cuffs and legs

will be provided for staff.

Staff who has dealt with spilled blood, vomit or excrement must thoroughly wash their hands

and face with soap and water as soon as possible. This precaution is an absolute must

before eating, drinking or smoking.

Any skin abrasion, puncture or other wound received during cleaning requires immediate

and proper medical attention.

c. Avoidance of Injuries from Contaminated Sharps

Cleaning staff must take care to avoid injuries from discarded syringes and cuts from broken

glass, razor blades etc. If such an injury occurs, free bleeding should be encouraged and the

wound washed with soap and running water, then dressed. The casualty must be referred to

a hospital, accident unit (or local doctor) as soon as possible and the details drawn to the

attention of the examining doctor.

Any prevention treatment for Hepatitis B must be given within 24 hours of the injury.

d. Disinfectant

The cleaning up of incidental messes i.e. blood, vomit and excrement, requires the use of

disinfectant fluid suitable for dealing with biological hazards.


DISCLAIMER

THIS MANUAL IS TO BE USED BY COMPETENT PERSONNEL. THE INSTRUCTIONS AND INFORMATION PROVIDED ARE AS EXPLICIT AS IS REASONABLY PRACTICAL, HOWEVER, COMPETENCY AND EXPERTISE ARE NECESSARY IN ORDER TO ENSURE RELIABLE AND TROUBLE FREE OPERATION.


13. Evaluation Criteria

The evaluation should be done in three stages as follows:

Stage 1: Compliance Requirements

Bidders shall comply with the following requirements and failure to comply may lead to disqualification: [List of project specific compliance requirements].

a) Valid Tax Clearance Certificate (must be valid on closing date of submission of the proposal);

b) Valid BBBEE Certificate from a SANAS accredited rating agency

c) Completed and signed Bid Forms of PRASA with all the annexures thereto;

d) Certificate for Attendance of Compulsory Briefing Session;\

e) Proof of registration on Central Supplier Database (CSD) with the National Treasury.

f) Company Registration Documents;

g) Letter of Good Standing (i.e. COID);

h) Contents of Register of Directors as issued by CIPRO;

i) Joint Venture or Consortium Agreement (whichever is applicable);

j) Proof of UIF registration;

k) Proof of Bank Account (i.e. cancelled cheque or letter issued by the bank);

l) Copies of Directors’ ID documents; and

m) Company Letter Head.

The evaluation should be done in three stages as follows:


The PRASA Tender document makes clear reference to the specific tender compliance

requirement to be met by all tenders prior to proceeding to Technical and Functional

Evaluation (Refer to Request to Tender - Section 12.2)

Stage 2: Technical / Functionality Requirements

NOTE: The Technical or Functionality criteria must be guided by the project scope of works and area of focus.

Scoring of Functionality:

Bidders that meet the stipulated compliance requirements will be further evaluated on functionality. The minimum score for functionality is 70% and bidders who score below this minimum will not be considered for further evaluation in terms of price and B-BBEE.


The Functional / Technical criterion that will be utilized to test the capability of service

providers is set as follows:

Technical / Functionality will be evaluated against the following detailed requirements:Sub-Criteria Description Weightings

Track record and Organisational Experience (50 %)

The Tenderer must provide evidence of good quality work done before,

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).

35 %

No facilities cleaning experience. 1

Company with facilities cleaning experience of one (1) month but not more than two (2) years of experience. 2

Company with facilities cleaning experience of more than two (2) but not more than four (4) years of experience.

3

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

Tenders of companies that they have provided similar services to and the value of similar contracts, per annum.At least a minimum of 4 completed projects of similar nature with contactable reference. The following :

Attach letters of Appointment and Cleaning Contract Completion letter and/or references with details of projects.Contract values of similar work (per annum):

15%

Proof of successfully completing 4 or more Project with the combined value ≥ R3 000 000.00

5

Proof of successfully 3 Project with the combined value ≥ R2 000 000.00 4

Proof of successfully 2 Project with the combined value ≥ R1 500 000.00 3

Proof of successfully 1 Project with the combined value ≥ R1000 000.00 2

No Proof of provided1


Sub-Criteria Description Weightings

Key staff personnel experience (15%)

Previous Experience of Key personnel (Supervisors) : Reference: Comprehensive CV’s that detail work experience and

contactable references contacts. Matric certificate

15 %

No submission or no Certificate and/or no CV and/or 0 -1 year experience in the cleaning industry 1

Matric Certificate plus CV with 2 years’ experience in the cleaning industry with contactable references

2

Matric Certificate plus CV with 3 years’ experience in the cleaning industry with contactable references 3


4


5



Financial Capability (20%)

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.

20%

No Submission of Financial Statement1

Current ratio x < 02

Current ration x < 0.5 3

Current ratio 0.5 <_ x <_1 4

Current ratio x > 1 5

Level of Adequacy of the Risk Assessment and Safety Plan(15 %)

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

1. Provide a Competent Safety officer with proof of certification i.e. SHE Representative certificate and first aid certificate and CV.2. Provide a project specific and comprehensive baseline risk assessment.3. Provide a valid Workman’s compensation registration certificate.

15%

Provision of only 1 requirement 1

Provision of 2 and 3 without 1 2

Provision of 1and 2 without 3 3

Provision of 1, 2, 3 without either CV or Certificate. 4

All required information5

Total 100%

Stage 3: Pricing and BBBEE

Only Bidders who have achieved the 70% minimum threshold for Technical / Functional

evaluation will be evaluated for the Price and B-BBE components.

Pricing Evaluation: A maximum of 80 points is allocated for price. The evaluation for price will be done based on

the following formula:

Ps=80[1−Pt−PminPmin]

Where:Ps = Points scored for price of tender under considerationPt = Rand value of tender under considerationPmin = Rand value of lowest acceptable tender

B-BBEE Evaluation:

A maximum of 20 points is allocated for B-BBEE. The allocation of points for B-BBEE is as

follows:

B-BBEE Status Level of

Contributor

Number of points( 90/10

system) above R50 Million

Number of points (80/20

system) below R50 Million

1 10 20

2 9 18

3 6 14

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-Compliant Contributor 0 0


Evaluation criteria Weighting


Security Screening Compliance

Bank Rating Compliance

Stage 2: Technical / Functionality Requirements

Technical Threshold of 70 %

Stage 3: Pricing and B-BBEE

BBBEE 20

Price 80

TOTAL 100
