Overview : Cleaning & Electrical Services at CHTDF-UNDP SID Offices in Chittagong Hill Tracts 1. Background: UNDP’s programme for the Promotion of Development and Confidence Building in the Chittagong Hill Tracts (CHT) through its Chittagong Hill Tracts Development Facility (CHTDF) works for the overall development of opportunities for all peoples and communities resident in the CHT. The development purpose of the programme is to support the Government of Bangladesh and enable the institutions of the CHT and their constituent communities to pursue accelerated, sustainable socio-economic development and regional poverty reduction, based on the principles of self reliance, local participation, and decentralized development. Since its inception in 2003 CHTDF-UNDP SID has expanded its’ offices, personnel, vehicles, boats and other equipment (including Air conditioners & electrical appliances). Currently there are three (3) office buildings in Rangamati, one (1) office in Khagrachari and one (1) office in Bandarban. 2. Objectives of the Assignment: To provide cleaning and electrical services to the CHTDF-UNDP SID offices located in Rangamati, Khagrachari and Bandarban districts. 3. Scope of Work: A. Cleaning Services: The contractor is expected to provide daily cleaning services to CHTDF-UNDP SID offices located in Rangamati, Bandarban and Khagrachari districts. B. Electrical Services: Currently CHTDF-UNDP SID has a large number of air conditioners, ceiling fans, computers and other electrical equipments. Beside these items, two are four large generators at Rangamati. It is extremely important that these equipments are regularly serviced, maintained and repaired depending on the condition and type of work required. The contractor is expected to provide regular electrical/mechanical maintance of these equipments. i) Location and office spaces: The Contractor will be providing primarily the cleaning services and electrical maintenance services to the offices and number of buildings currently functioning in CHT. The number of buildings and the locations of the offices are as follows : Sl. | Office Location | Address | Type of building | Space (sft) | No. of cleaners | -
| Rangamati (Blgd-1) District Office | Rajbari Road, Rangamati | Two storied & compound | 3337 | 2 | -
| Rangamati (Blgd-2) District Office | Rajbari Road, Rangamati | Two Storied | 1938 | 1 | -
| Rangamati (Blgd-5) District Office | Rajbari Road, Rangamati | One storied & Compound | 3000 | 2 | -
| UNICEF Space, Rangamati (Blgd-4) | Rajbari Road, Rangamati | 2nd Floor | 1800 | 1 | -
| Bandarban District Office | HDC Office, Bandarban | 04 rooms | 450 | 1 | -
| Khagrachari District Office | HDC Office, Khagrachari | 03 rooms | 450 | 1 |
Summary of personnel to be deployed - Cleaners : 07
- Supervisor : 01 (UNICEF Bldg)
- Engineer : 01
ii) The Contractor should also have a provision to extend services beyond these offices if required. Cleaning services to be rendered under contractual obligation and as per on-the-spot standing instructions from time to time. iii) Contractor’s workforce and responsibilities: The cleaners should be experienced in their specific nature of work. They should be of good health (free from skin and infectious diseases), should be above 18 years of age, energetic, honest, polite and should wear uniform and ID card while on duty. The United Nations is a gender balanced organization and therefore in principle prefers deployment of staff (male/female) in consultation with the Management at a balanced ratio to the extent possible and their working hours may be adjusted based on the socio-cultural climates and situations. The Supervisor should have basic knowledge of spoken English while the cleaners are expected to understand basic instruction in English language. Normally, the working hours should not be more than 8 hours; and in exceptional circumstances, overtime up to a maximum of 4 hours in a day may be considered. They should have a weekly day off. For all staff Police Clearance should be obtained by the contracting company before deployment at UN Offices/Projects. Start times and finish times shall be dependent on the working hours of a specific field office and shall be agreed by both parties in consultation with the head of the CHTDF-UNDP SID offices located. The contractor shall provide substitute worker if management desires any replacement due to unsatisfactory service and for any other reasons deem fit for replacement The Contractor will be under obligation to provide cleaning services other than the office days if required by the Management. For such additional works they shall be paid on hourly basis to be agreed upon by both parties. The Company should indicate the cost per hour in the financial proposal. For Engineer/Electrical the required qualification: Electrical or equivalent diploma from a government recognized Institution. Must have a minimum work experience of three (3) years in the relevant field. Experience on house hold electrical works will be considered as an added qualification. Note: - Before deployment of any staff by the contractor in CHT, the contractor shall have to provide category–wise CV(s) of the concerned staff to Operations Manager, CHTDF-UNDP SID Rangamati for “Review and Acceptance”. The Operations Manager or designated team of officers shall have the right to interview the person(s), prior to deployment if necessary.
- Subject to the review of prevailing situation from time to time, the numbers of personnel required may increase or decrease as per requirement.
- If required, the Contractor shall have to provide additional janitorial or other support staff, such as Electricians, messenger services, pantry services Etc. to render specific job/services.
4. Deliverables/Outputs of the assignment/service: i) To provide cleaning and electrical services to ensure day to day smooth functioning of the CHTDF-UNDP SID offices as per the scope of work mentioned above, the Contractor will undertake the following activities in daily/regular basis: - Floors: Sweeping and swabbing, scrubbing using detergent (carpeted area should be cleaned using vacuum cleaners)
- Office furniture & fixtures, equipment, computers and accessories, doors and windows, Thai aluminum fittings, glasses, venetian blinds and window screens: Wiping and cleaning by using high quality cleaning materials, as approved by the Organization(s).
- Cleaning of carpets, venetian blinds, fabricated chairs/sofa as and when needed for the specific areas on an ad-hoc cost basis with required equipment and health hygienic cleaning materials. No human health-hazard chemicals/ materials will be allowed to use as cleaning materials.
- Wastage and garbage: Cleaning of all waste paper, wastage and garbage as per on-the-spot instructions from in and around the offices and dispose of them outside the building in a proper and environment friendly manner at the roadside dustbin or at the designated place(s). All waste papers must be shredded before disposing off or burnt under supervision of CHTDF-UNDP SID designated staff. Contractor should consider environment and have the capacity to recycle of all waste papers etc.
- Toilets floor, pan/commode, urinals and wash basins: Sweeping, swabbing, scrubbing and cleaning using high quality cleaning materials/detergent, as approved by the Organization(s). All toilets should be cleaned frequently.
- Fumigation: On a regular interval or as and when required effective fumigation treatment against termites, cockroaches, ants, rats, flies, spiders, lizards etc. should be applied. No human health-hazard chemicals/materials will be allowed to use.
- The cleaners may sometime be required to render manual labourer’s job for re-arranging the office furniture, equipment and supplies based on the standing instructions.
ii) Supply of materials: The Contractor will be responsible for adequate supply of following cleaning equipment and materials- - Paper napkins, liquid soaps, toilet paper, mothballs, air-fresheners, insect killer, dish washing powders, liquid toiler cleaners, glass cleaning fluid, liquid antiseptics, detergent powder etc.;
- Paper napkin dispenser, duster cloths, brooms, belcha, brushes, glass squeezer, cotton mobs, baskets etc.;
- Vacuum cleaners, paper shredder and other required equipment
iii) Electrical Maintenance by Service Engineer: Under the direct supervision of the Admin team, the incumbent will carry out the following duties and responsibilities. - Maintenance of all electrical installations, generators and other electrical/electronic equipment;
- Trouble shooting and carry out minor repair and installation work;
- Carry out regular servicing of Air conditioners and ensure proper functioning of ACs;
- Supervise and inspect repair and installation work carried out by vendors in any of the office locations within CHT;
- Carry out electrical cabling works and replacement of bulbs and other appliances;
- Carry out regular servicing of generators and other equipment at district and Upazila offices as and when required;
- Carry out periodical inspection and visit district and upazila offices for repair and maintenance works if required;
5. Tentative Payment Schedule: Payment will be made in monthly instalments upon certification by the CHTDF-UNDP SIDauthorized representative. The contractor has to submit the bill showing detail breakdown of the monthly expenses including salary, consumables, non-consumables, overtime (if any) etc. by the 1st week of following month. 6. Period of Assignment/service: The contract will awarded for a period of 01 January 2017 to 30 June 2017. 7. Inputs: A. Input from the Contractor: Contractor shall provide the following, - Deploy their regular staff at the UN Offices (casual labour will not be accepted);
- Supply of required materials on regular basis;
- Payment of staff salary/allowances on time (within the 1st week of the following month). Irrespective of payment received from UNDP. Minimum salary of the staff should not be less than the minimum wages as per Bangladesh Government rules;
- Contractor will be made responsible for any theft case which by evidence refers to the involvement of the cleaners or any of its staffs;
- Ensure appropriate uniform including footwear & ID card. Uniform should be in good condition through out the contract period.
B. Input from UNDP: - CHTDF-UNDP SID will provide storage facility for storing materials and distribution.
PRICE SCHEDULE The Contractor is asked to prepare the Price Schedule as a separate envelope from the rest of the RFP response as indicated in Section D paragraph 14 (b) of the Instruction to Offerors. All prices/rates quoted must be exclusive of all taxes, since the UNDP is exempt from taxes as detailed in Section II, Clause 18. ’ The Price Schedule must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category. Submission of number of units and unit rates are mandatory. Estimates for cost-reimbursable items, if any, such as travel, and out of pocket expenses should be listed separately. In case of an equipment component to the service provided, the Price Schedule should include figures for both purchase and lease/rent options. The UNDP reserves the option to either lease/rent or purchase outright the equipment through the Contractor. The format shown on the following pages should be used in preparing the price schedule. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples. Price Schedule: RFP for Cleaning & Electrical Services at CHTDF-UNDP Offices Description | UoM | Unit Cost | Monthly Total BDT | Yearly Total BDT | - Monthly costs for Non-Consumables:
| | | | | Such as vacuum cleaner, paper shredder, napkin dispenser, duster cloths, belcha, brushes, glass squeezer, cotton mobs, baskets, tube-lights, bulbs etc. (Based on actual consumption and up to a maximum of taka 15,000/= per month) | | | | | - Monthly costs for consumables:
| | | | | Such as cleaning materials, paper napkins, liquid soaps, toilet paper, mothballs, air-freshener, insect killers, dish cleaners, toilet cleaners, brooms, glass cleaning fluids, liquid antiseptics etc. (Based on actual consumption and up to a maximum of taka 25,000/= per month) | | | | | - Monthly staff salary including Bonus
| | | | | Service Engineer: 1 Person (Rangamati) | | | | | Supervisor: 1 Person (Rangamati) | | | | | Cleaner: 07 Persons (Rangamati-05, Khagrachari-01 & Bandarban-01) | | | | | - Complete Uniform, footwear, ID Card etc.
| | | | | Service Engineer (Tk. x 01 Engineer) | | | | | Supervisor (Tk. x 01 Supervisor) | | | | | Cleaners (Tk. x 07 Cleaners) | | | | | - Other costs with detail breakdown
| | | | | | | | | | Total | | | | |
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