request for quotation (rfq) for the provision of window cleaning services … · 2017-03-24 · 1....

Request for Quotation (RFQ) for the provision of Window Cleaning Services

At ******* For ******* Housing Association Reference 04872017 Quotations must be completed and submitted via email

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1. **** is seeking a service provider for the provision of Window Cleaning Services at *****. We invite you to provide a quotation for the services described in the Specification attached to this Request for Quotation (RFQ) at Appendix 1.

2. The contract will be for an initial 12 months. It is anticipated that the service will be required

between 1 July 2017 and 30 June 2018.

3. Included within this document:

a. Appendix 1 – Specification b. Appendix 2 – Your Response c. Appendix 3 – Plan of the Estate

4. Hanover reserves the right to:

a. Vary the process and timetable relating to this process; b. Vary the terms of the RFQ; c. Cease the RFQ process; d. Seek additional information or clarification from respondents; e. Not consider response submitted after the closing time or outside of the Hanover

eTendering system if stated; f. To only use Contractors/Suppliers that have been approved via our internal

Contract Self Accreditation System. If your organisation is successful and is not yet an accredited Contractor, you will be required to complete the supplier accreditation process prior to the award of the Contract.

5. By submitting a tender you hereby agree that the services will be completed under Hanover’s

Standard Terms and Conditions of Purchase

6. Level of Employer's Liability Insurance required: min £5,000,000. 7. Level of Public Liability Insurance required: min £5,000,000

8. The costs submitted must include a price breakdown where requested.

9. Hanover’s Code of Practice

The Service Provider must comply with ***** “Approved Contractors: Code of Practice”, “Constraints on how the Contractor Provides the Works” and “Hanover’s Contractors Code of Conduct Help sheet”, must ensure that all operatives, including Sub-Contractors, are aware of and comply with their contents The Code sets out minimum standards which will be superseded by relevant specific terms in the order and Specification.

10. Health, Safety and Welfare

The Contractor shall, during the whole course of the Contract, provide and maintain all necessary health, safety and welfare measures and comply with all Health and Safety Law and act. Electricity at Work Regulations or any other enactment or regulation relating to the working rules of any industry for people employed within the scheme, including those employed by Sub-Contractors.

All chemicals and detergents used by the Contractor should be accompanied by the relevant COSHH data sheets. These sheets should be retained on the estate at all times.

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Care should be exercised during cleaning operations especially when the buildings are occupied. Safety and warning signs must be displayed by operatives to warn of cleaning operations at all times. Toilet areas to be closed off to staff during cleaning operations. Trailing leads should be avoided.

11. Equipment

It is the responsibility of the Contractor to supply all necessary equipment and materials to carry out the Services specified. Detergents and materials must be either:

• Kept in a lockable location as agreed with the Estate Manager. All materials retained on site must be accompanied by COSHH data sheets; or

• Taken off site at the end of each day 12. Consumables

Any additional or out-of-specification consumables required under this contract will be supplied to the Contractor by *******, or as agreed with the Estate Manager in advance.

13. Weather

In abnormal weather conditions the contractor shall inform the employer of his proposed and revised work programme.

14. Uniforms

All operatives coming on to the site are to wear uniforms and to be in possession of identification cards bearing their name, photograph and the Contractor's name, which shall be shown to residents before entering or working on or around a property. All operatives shall wear clean protective clothing appropriate to their trade at all times whilst on site.

15. TUPE

All employees engaged in the current provision of this contract are employees of the incumbent not ******* Please note the successful Contractor will be expected to provide Hanover with TUPE data on request and no less than six (6) Months prior to the end of the Contract.

16. Evaluation

******* will evaluate responses received to establish the most economically advantageous response, based on 40% quality and 60% price. The contract will be awarded to the supplier with the highest overall score.

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17. Procurement Timetable

The timescale of the procurement programme for this contract is as follows;

Process Key date/s

Request for quotation issued 10th March 2017

Request for Quotation return date 31st March 2017

Hanover tender evaluation 3rd April 2017

Award contract 1st May 2017

Contract Start date 1st July 2017

If you wish to arrange and attend a site visit with the Estate Manager prior to submitting your response, contact: Estate Manager contact details: Estate Manager: Email: Telephone number: Working Hours: 08:30–15:00 Monday to Thursday and 09:00-13:00 Friday. Proposals must be submitted via the email no later than 20th March 2017.

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Appendix 1

Specification

Window Cleaning Requirements

Frequency of Cleaning: Once per calendar month (12 visits per year spaced out evenly

between visits).

Please confirm the amount of hours you recommend will be required to fulfil the

specification within your proposal.

• All windows will require external cleaning including hallways, landings, entrance doors,

fire doors.

• Glass must be wet washed with approved detergents, screened and buffed, left smear free

and dry, using the wash and reach system, where possible.

• Frames and Window sills outside must be wiped clean of all residues from the cleaning

process, dirt and insects on frames, glass and sills to be removed.

• The service needs to be carried out during the Estate Managers working hours (stated in

the summary above). On attending you are required to report to the Estate Manager or in

their absence put a note through their door with the times of attendance.

• Persons attending the estate to carry out the Programme, will need to remain vigilant at all

times regarding health and safety, also presentation must be smart as well as practical.

They must be easily identifiable as a Service Provider working on site and carry the

relevant identification.

• When the Programme has been completed, the Service Provider will be required to obtain

a signature from the Estate Manager confirming they are satisfied with the work. This

must be completed after each visit.

• One gutter clean per year to be carried out in December.

• One fan-light clean per year to be carried out in December.

Appendix 2

Your response You must complete all sections below and submit your response via email no later than the date specified above.

1. Proposal (40% - 100 points) Your answer to each question should not exceed 2000 characters.

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No. Question Answer Weighting

1 Method Statement Max 1 A4 page size 11 font 25

Suppliers are required to; Submit comprehensive Method Statements Using your own style, please submit with your tender method statements giving detailed responses to the areas below;

a) Please detail your proposal for delivering

the requirements of the specification b) Would you propose to provide the entire

requirement under the contract directly, using your own staff and facilities or would you propose to sub-contract some services? Please state here which elements would be Sub-Contracted out to other organisation in each case you should state who that sub-contractor would be or if not yet identified you should describe the process where by you would identify and appoint them.

c) Please provide details of your proposal working methods, experience of working in a similar environment, qualifications of staff and performance monitoring procedures adopted by your company. Include details of how you propose to communicate and liaise with staff and residents.

NOTE: Site specific method statement is required at this stage of the tender process

Access Method We will utilise the water fed pole cleaning method negating the need for access equipment on the exterior of the property. Access to the interior glass on the building will be gained by using steps or ladders where necessary

Site Preparation Appropriate areas will be marked with warning signs. Sentries will be placed if deemed necessary. Work may be carried out (if requested) out of normal working hours to minimise disruption.

Cleaning Method For the cleaning of external windows the following methods will be used: The water fed pole window cleaning system using purified deionised water which will clean all frames and glass to a smear free shine. Sub-contractors All work is undertaken by uniformed staff. We do not use sub-contract workers.

2 Staff Max 1 A4 page size 11 font 15

Provide details of staff training and employment during the course of the Programme as well as how you will handle both long term and short term cover e.g. holidays and sickness.

Provide details of experience in TUPE, where it may be applicable.

Munro`s and been in business for over 30 years

3 Monitoring Work Max 1 A4 page size 11 font 10

Give details of how you will monitor performance of your staff and the quality of their work. Please provide details of your quality control procedures, these procedures should ensure a consistent window cleaning

All employee work is spot checked on a regular basis to maintain a high standard of service. We have cover for any staff sickness and holiday. Customers are asked to sign a form after each visit to confirm that

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methodology is followed throughout the service provision including absence relief staff.

work carried out is acceptable and any issues are then acted upon immediately before staff leave the premises.

4 Contract Management Max 1 A4 page size 11 font 10

Provide details of how the contract will be managed. Please provide details of the Supervisor arrangements including communication of daily/operational issues, training procedures and escalation procedures.

A schedule of work is issued each day but the same member of staff will be asked to carry out the work. Unless a spot check is made, staff report to the main supervisor if any issues arise during their visit. The supervisor will take any necessary action should this be required. Staff are provided with up to date training.

5 Products and Equipment Max 1 A4 page size 11 font 10

How will you obtain cleaning materials and equipment at the most beneficial rates and with the maximum warranties and arrangements for spare parts and from supply chain members?

The main source of our materials is water which is treated in order to be fed through the pole prior to visiting the premises. A spare vehicle is at hand should any components break whilst work is being carried out.

6 Health and Safety Max 1 A4 page size 11 font 10

Please outline your approach to undertaking works in the context of health and safety procedures including your intended method of access to each part of the services. Please upload a copy of your Health & Safety Policy as part of your response. Note: Failure to upload a copy of your policy may result in a reduced score.

Assessment of Risks The objective of this Risk Assessment is to evaluate the risk whilst undertaking the window cleaning at ****** Specific Risk Assessment This section identifies the specific risks involved and quantifies their likelihood based on the following table:

Numeric Value

Probability Description

5 Likely/frequent Has occurred frequently. Event only to be expected.

4 Probable Not surprised. Will occur several times.

3 Possible Could occur sometime.

2 Remote *Unlikely though conceivable.

1 Improbable *So, unlikely that the

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probability of it occurring is close to zero.

Exterior Cleaning Services consider 1 and 2 as the level of risk for normal controlled working conditions.

7 Environment Max 1 A4 page size 11 font 10

Please provide brief details of your environmental policy.

Water is the main material used. On any occasion where other materials may be required they are eco friendly and COSHH sheets can be provided.

8 Disclosure and Barring Service 10

Please confirm whether it is your organisations policy to ensure that employees who come in contact with vulnerable residents have all obtained DBS checks. If so, please provide details of the processes to ensure all checks are current. If NOT, please advise on how vulnerable residents security is addressed (such as carrying ID photo cards, all staff having training to cover customer care, all staff having branded uniforms etc. Also, please indicate whether your organisation would consider obtaining a Disclosure and Barring Service check from the Criminal Records Bureau should this be required by *****. Further information can be found via: https://www.gov.uk/disclosure-barring-service-check/overview

We do not currently have a procedure to obtain DBS checks. All staff wear a uniform and identity badge and as previously mentioned, the same member of staff will be asked to visit each time. Should a different member of staff visit, we can call beforehand to make Hanover Aware. We also carry out work for other residential homes which are shown in section 4). We would also consider obtaining these checks should Hanover require this.

9 Public Liability Insurance Yes / No Pass/Fail

Please confirm that your company holds a minimum £5m Public Liability Insurance. Have you provided Hanover with your insurance certificate in the last 12 months? If yes – Please provide reference name or contract number. If no – Please upload a copy as part of your response.

Swinton Insurance I will send if needed

10 Employers Liability Insurance Yes / No Pass/Fail

Please confirm that your company holds a minimum £5m Employers Liability Insurance (if applicable). Have you provided Hanover with your insurance certificate in the last 12 months?

Swinton Insurance I will send if needed

https://www.gov.uk/disclosure-barring-service-check/overview

https://www.gov.uk/disclosure-barring-service-check/overview

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If yes – Please provide reference name or contract number. If no – Please upload a copy as part of your response.

11 Equality and Diversity Agree Pass/Fail

Does your organisation have an Equality and Diversity Policy? If yes – Enclose a copy of the policy within your response and indicate on the right how it is communicated to employees. If no – Please refer to ****Equality and Diversity Policy via the eTendering portal and confirm your acceptance by agreeing on the right. Note: Failure to agree or upload a copy of your policy will result in a fail.

Agree to ***** Equality and Diversity

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2. Pricing (60%) Please provide your costs for the requirements as outlined below (please add additional details as required). The fixed cost should be inclusive of all materials, labour, profit, overheads and equipment. All prices supplied should include a breakdown as requested below. We would ask you to provide fixed costs for a one year contract.

Costs (£)

Fixed cost per clean (excl VAT) £150

VAT Not currently applicable

Fixed cost per clean (incl VAT) £150

Total Annual Cost (including VAT) £1800

Please provide detail the number of operatives that you propose to carry out this Service and the number of hours they will work in relation to the fixed every other month window cleaning charge.

Number of hours (Per clean)

Hourly Rate

Operative 3 £20

Working Supervisor 3 £20

Supervisor

Other (please detail)

3. Terms and Conditions and Insurance Please tick to confirm you agree to the below:

Hanover’s Standard Terms and Conditions of purchase ☒

Hanover’s code of practice and conduct ☒

Hanover’s anti collusion certificate ☒

Signature ………………………………………………………………… Name …………………………………………………………… Job title Owner………………………………………………………………… Date 20th March ………………………………………………………………… Failure to accept or comply with the above may render your tender invalid.

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4. References

Please provide details of two recent relevant projects undertaken by your company for other organisations similar to Hanover. Reference 1:

Customer Name:

Address

Contact Name:

Telephone:

Contract Value:

Brief description of services undertaken, including contract length and cost:

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Reference 2:

Customer Name:

Address:

Contact Name:

Telephone No

Email:

Contract Value:

Your permission to approach these organisations for a reference is assumed unless you inform us otherwise.

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Appendix 3

Plan of the Estate

request for quotation (rfq) for the provision of window cleaning services … · 2017-03-24 · 1....

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