TENDER No.  T/03/2010

CATERING AND CLEANING SERVICES FOR HAYA WATER

TENDER NOTICE

The tender document may be purchased by vendors registered with Tender Board who have sufficient experience in the works mentioned above, from the Contracting Section, Finance Department.

Office location:                               OOSC Building, 2^nd Floor, Madinat Sultan Qaboos

Office hours:                                   7.00 am to 12.30pm and 1.00 pm to 3.30 pm, Saturday to Wednesday

Date of sale of

Tender Document                            27/01/2010 to 8/02/2010

Tender Fee:                                    RO 50/- (Rials Omani Fifty only) Non-refundable

Payment method:                           Cash, Demand Draft in favor of Haya Water (DD shall be inclusive of banker’s commission by the paying bank)

Bid validity:                                     90 days from date of submission

Bid Bond:                                       1% of bid value, in favour of Haya Water valid for 90 days from date of submission

Last date for submission

of Tender Bids:                              1200 Hrs on 13/02/2010

Sealed Tenders along with all required documents shall be placed in Haya Water tender box with the tender title written on the cover and without any identity of the tenderer.

SYNOPSIS OF SCOPE OF WORK

DESCRIPTION OF THE WORKS TC "DESCRIPTION OF THE WORKS" \f C \l "1"

Catering Service

Table 1- Estimated number of staff & visitors during a day

       1.    Sufficient tea boys (not less than 6) to be provided for serving all Haya water staff and the visitors at HO (including commercial building), Al Ansab Operation building and Darsait from 7am until 4:00pm

2.     Provision of tea and coffee service in the Company’s Office locations as mentioned above. The service shall be provided not only to the Company staff but also the visitors and any permanently employed contractor’s staff.

3.     Tea boys service shall be provided minimum three times per day on all working days, Saturday to Wednesday inclusive at the following timings:

From 0700 to 0900 hours

From 1000 to 1100 hours

From 1300 to 1530 hours

4.     In addition to the above, the Service shall be provided to all staff and at Departmental meetings as and when required. This shall also include providing soft drinks and assorted biscuits etc on request.

5.     The Contractor shall use filter coffee and shall include the provision and maintenance of all necessary percolators and urns, filter coffee shall be “Hills Bros” or equivalent approved brand.

6.     During Ramadan period, dedicated coffee rooms will be made available for tea/coffee service.  The Contractor shall make arrangements to serve tea/coffee in such rooms for non-fasting personnel.

7.     The Service shall include complete provision of Crockery, Cutlery, tea trolleys and any other equipment required to provide the Services.

8.     At the beginning of the Contract the Contractor shall provide new sets of cutlery, crockery, tea trolleys and any other equipment required to provide this Service.

9.     Provision of additional staff during meetings, workshops carried out at the company’s main offices.

10.   The Contractor shall keep required stock of the Consumables normally required for serving tea and coffee for at least one day ahead.

11.   Maintaining sufficient stock of consumables (Coffee, tea, sugar, etc) and other consumables in designated pantry (Kitchen) areas will be in contractor’s scope and the contractor to include such rate for the same in the Contract Price Schedule.

12.   The contractor should use their own mean of transportation to go from site to site.

13.   The contractor to provide two office boys one at Head Office and another at Operations building (to work from 7:30am to 4:30) 30 minutes lunch break.  The responsibility of the office boys but not limited  to the following:-

• Distribution of mails and letters etc between departments.

• Photocopying and binding documents when required

• Receive guest and send to the concern department (if required)

• Go around the departments to see if any work need to be done  

• Distribute stationary between departments when required.

• Feed the Photocopiers with necessary paper when required.

Cleaning Service

Table 2: List of Haya Water Buildings

•       All other STPs offices (inside offices and outside the offices) Al Manuma, Al Khoudh, Bousher, MSQ, Sarooj, Ayant, Jabroo, Al-Amrat, Quriyat) to be cleaned twice a week during working hours

•       Windows to be cleaned at least twice a week, Security guards’ rooms at Al Ansab and Darsait to be cleaned daily, Wetland office twice a week and tankers off-loading area to be cleaned daily.

Table 3:- List of Vehicles

1)     The office floor cleaning shall be done One hour before the Start of Normal HAYA WATER Office hours or as instructed by HAYA WATER. The toilet cleaning shall be 1 hour before the start of the normal working time, mid day and end time of HAYA WATER Office Hours. The existing Office hours at different locations for HAYA WATER are indicated elsewhere in this Terms of Reference.

2)     All hard flooring to offices, corridors, entrance halls, stores, and the like shall be swept clean before being washed and dried with mops. All furniture fixed and loose shall be dusted, all ashtrays shall be emptied and cleaned and all waste baskets/bins shall be emptied and contents removed to a designated refuse collection bin outside the building. All such bins and bin areas shall be kept clean and tidy at all times to prevent litter and rubbish being spread/ blown to other areas of the complex. The bins/receptacle lids shall be kept firmly closed at all times. Any defects in these containers shall be reported immediately to the Company Representative. Note that provision of all such Waste baskets/ bins and other utilities required for the same are included in the scope and should be provided by the contractor for the contract period.

3)     All toilets and Ladies rest rooms shall be thoroughly cleaned, floors washed and dried with approved soap, water and disinfectant. Toilet pans, bowls, urinals and water closets shall be thoroughly cleaned with approved cleaning solution. All basins, chrome ware and similar sanitary units shall be cleaned with a non abrasive cleaner and left in a dry state. Liquid soap holders refilled, toilet tissue rolls replaced as required, always leaving at least one full spare in each cubicle, paper and/or roller towels replaced as required. Used paper towels removed and hygiene waste baskets in female toilets emptied. Wipe down tiled walls to remove splashes. Clean and polish all mirrors, all toilets to be sprayed with air freshener.  The provision of all such air fresheners (Automatic/ Manual) shall be in contractor’s scope.

4)     Alternately to freshener spray, the Contractor may propose to use automatic air fresheners that are activated by opening of the main door or similar devices.  Such proposals shall be clearly outlined in the tender submission. Once installed such devices shall be regularly checked and constantly charged. 

5)     Within the ladies toilet facilities in the cubicles where no sanitary towel disposal units exist, the Contractor shall provide at all times a stock of specialist sanitary towel disposal bags and specialist disposal bins. Such bins shall be emptied at least twice per day. Cost related to these items shall be deemed to be included in the Contract Price schedule.

6)     In addition to daily cleaning toilets situated in or adjacent to industrial facilities that are heavily used shall be subjected to an extra general clean/check each day. This extra visit shall be programmed late mid morning when the toilets shall be thoroughly cleaned. However this cleaning operation should not render the facility inoperable.

7)     Company cars as indicated in the list above should be vacuumed, washed and cleaned both inside and outside the car on a daily basis.

8)     Water dispensers and their surrounds shall be cleaned with appropriate cleaners and the areas left in a tidy condition. Use of a brush necessary to scrub off water stains in grooves.

9)     Water Supply will be provided by HAYA WATER at Sites

Monthly Service TC "Monthly Service" \f C \l "1"

1)     After mopping all floors, apply non-slip wax polish and buff with mechanical buffing machine with the exception ceramic/clay tiles in toilets) when and where required.

2)     . However Manager’s offices and Conference rooms shall be treated separately on a flexible arrangement which shall be agreed locally with the concerned Secretary or relevant custodian.

3)     Walls in all areas shall be checked and any scuff marks, stains and the like removed with suitable non-abrasive cleaners.

4)     Remove dust build up from ledges above door and window architraves, floor skirting, notice board frames AC ventilation grill faces, door vents and the like.

5)     All glass to windows, doors and screens shall be cleaned by washing or other approved method both inside and outside.

Quarterly Service TC "Quarterly Service" \f C \l "1"

1)     All tiled walls in toilet areas and the like shall be thoroughly washed with a non-abrasive cleaning fluid/solution, rinsed and polished dry with a soft cloth to remove all water marks, dust build up and other similar stains. Any areas of loose tiling found on such occasions shall be reported immediately to the Company Representative.

GENERAL TC "GENERAL" \f C \l "1"

1)     Contractor to provid suitable quantity of paper towel Dispensers in use in various office premises and the like. The Contractor shall be responsible for their regular maintenance including supply of all spares that may be required and shall replace them as and when a dispenser becomes unserviceable for whatever reason.

2)     Costs of dispensers provided by the Contractor throughout the Contract Period shall be deemed to be covered by the rates in the contract Price Schedule for that particular location. Such dispensers shall, at the end of the Contract be considered as Company property and will remain in place at the completion of the Contract Period.

3)     Contractor to provide suitable quantity of Roller Toilet Paper Dispensers that are in use in the toilets. The Contractor shall be responsible to ensure that toilet rolls for these are regularly filled up. The Contractor shall regularly check that these dispensers are in working order. If any such dispenser becomes inoperable for any reason whatsoever then the Contractor shall replace the dispenser with new ones.

4)     All toilets within the office and the like areas are fitted with liquid soap dispensers. The Contractor shall be responsible to ensure that these are regularly topped up.

5)     The Contractor shall supply and maintain at all times in each toilet throughout the Contract Area one toilet bowl brush in a matching purpose made holder/bowl. Brushers or complete sets shall be changed as and when they become worn or when the holder/bowl becomes damaged or goes missing. The brushes and holders shall be kept in a clean condition at all times. (The initial supply of the foregoing shall be within 7 days of the commencement of the Contract).

6)     The Contractor shall provide to the Company Representative a working schedule for the daily, Monthly and Quarterly works.

7)     The Contractor shall at all times keep all stores, cleaning rooms, cupboards and the like allocated to him for the purpose of executing the aforementioned works, in a clean, tidy and safe condition. At no circumstance is the Contractor allowed to store his materials in the electrical rooms and under staircases.

8)     The Contractor shall at all times be equipped with materials, manpower and equipment to respond to and clear up debris/damage and the like that may be caused from leakages, burst, rainwater and accidental spillages of any kind. Such matters may require attendance at any time. The Contractor shall therefore have the ability to respond on 24 hours basis, 365 days per year and shall provide a telephone number for out of hour’s contact where a responsible person familiar with the Contract may be contacted to organize necessary resources. Cost involved in these operations shall be deemed to be included in the Contract Price schedule.

9)     The work shall comprise of the provision of specialist cleaning services as and when required basis, generally on location of soft furnishings and curtains in office areas.

10)  Cleaning shall be carried out with specialized equipment provided by the Contractor which shall be capable of performing the function required of cleaning the furnishings and recovering the resultant dirty cleaning fluids, ensuring the surrounding area is not affected.

11)  The Contractor shall be responsible to clear all materials, equipment and protection from the site and cleaning/drying of windows and or general adjacent surfaces affected by the operation on completion of the work.

12)  The Company shall normally give three working days notice of requirement of services. Work on any one order shall be completed within 24 hrs of commencement.

13)  The Contractor shall provide the Company with and emergency contact telephone number, and have the ability to respond with equipment and labour to any emergency situation. Such contact/response shall be available 24 hrs per day throughout the Contract Period. Response period on such occasions shall be within 2 hrs.

14)  Cleaning of sofa sets, dining chairs and office chairs shall generally be via heated water based solutions. However, it will be the Contractor’s responsibility to ascertain the colour fastness and other properties of the material being cleaned and employ the correct solution for each case.

Consumption Items per Month for Each Location

Head Office / Commercial Building

Darsait STP

Operation Building (Al Ansab)