Department Of Agrarian Reform Tender

Description Terms Of Reference For Janitorial Services Cy 2025 (january To December 2025) I. Background The Department Of Agrarian Reform Province Of Aklan Is In Need Of A Contractor For Janitorial Services To Maintain Its Premises And Occupied Spaces For The Calendar Year 2025 (january To December 2025). Ii. Specific Provisions 1. The Contractor Shall Provide Qualified, Efficient, Competent, Well-trained And Courteous Janitor/janitress Within The Duration Of The Contract. Said Janitors/janitress Shall Have The Following Additional Qualifications: A. Must Be Of Good Moral Character, As Evidenced By Appropriate Clearances Issued By The Barangay, Pnp, Court And The Nbi. B. Must Be Physically, Mentally And Medically Fit As Shown By A Medical Certificate Duly Issued By A Competent Government Physician. C. Preferably With A Valid Professional Driver's License Up To Restriction Level 2. D. Must Submit Relevant Documents To Prove That They Are Legitimate Employee Of The Agency. E. Must Be Willing To Perform Other Additional Tasks/errands Necessary In The Operations Of The Department. Any Misrepresentation By The Contractor With Respect To The Above Qualifications, Or Any Fake, False, Or Forged Document Submitted By Its Assigned Janitors/janitress With Respect Thereto, Shall Be Ground For The Immediate Termination Or Revocation Of The Contract; 2. The Contractor Shall Provide Darpo Aklan With A Complete List Of Janitors/janitress Including Relievers If Needed To Be Assigned Thereat; 3. The Contractor Shall Be The Direct Employer Of The Janitors/janitress Concerned. No Employer-employee Relationship Exists Between Darpo Aklan And The Assigned Janitor/janitress. Any Claim For Death, Personal Injury Or Damages By The Janitors/janitress In The Course Of The Performance Of Their Duties Within The Scope Of This Contract Shall Be The Full And Exclusive Liability Of The Contractor; 4. The Contractor Shall Pay The Wages Of The Janitors/janitress In Accordance With The Minimum Wage Law And The Orders Of The Regional Tripartite Wages And Productivity Board. The Payment Shall Be Made, Even If, For Some Reason Or The Other, The Contractor Fails To Collect On Time From Darpo Aklan. The Contractor Shall However Reimburse Itself Upon Receipt Of The Contract Amount For The Particular Month; 5. The Contractor Shall Provide Its Assigned Janitors/janitress With Valid Identification Cards And Uniforms And Shall Allow Them To Submit To On-the-spot Body Search During Ingress And Egress From The Darpo Aklan Premises; 6. The Contractor Shall Replace Any Assigned Janitors/janitress Found To Be Undesirable By Darpo Aklan Upon Written Request By The Provincial Agrarian Reform Program Officer Or Any Of His/her Duly Authorized Representative; 7. In Case Of Loss Or Damage To Property Of Darpo Aklan Committed By The Assigned Janitors/janitress During The Period Of The Contract, They Shall Be Presumed To Be At Fault. As Such, Its Monetary Value Shall Be Charged To The Account Of The Contractor, To Be Deducted From Its Monthly Billings, Subject To Reimbursement By The Erring Janitors/janitress Concerned; 8. In The Event Of Disagreement As To Fault Or Negligence Of The Erring Janitors/janitress, Darpo Aklan Shall Create A Fact-finding Committee To Investigate And Determine The Fault Or Negligence Of The Aforementioned. The Committee Shall Be Composed Of Two (2) Officers Designated By The Provincial Agrarian Reform Program Officer Ii And Another Two (2) Members Duly Recommended By The Contractor. The Resident Coa Auditor Shall Sit As The Chair Of The Committee, And Shall Submit The Findings Of The Committee To The Provincial Agrarian Reform Program Officer Ii For His/her Evaluation. The Latter Reserves The Right To Either Approve Or Deny The Recommendation Of The Committee. If Denied, The Provincial Agrarian Reform Program Officer Ii May Either Return The Report To The Committee For Further Study Or Appoint A Task Force To Review The Report Submitted. If The Provincial Agrarian Reform Program Officer Ii Approves The Report Of The Committee, The Findings Contained In Such Report Shall Be Final And Executory And Shall Be Binding Between The Parties; 9. Darpo Aklan Shall Have The Absolute Right To Give Instructions For Proper Safeguarding And Protection Of The Persons, Places, And The Things Of Darpo Aklan From Time To Time. Darpo Aklan May Promulgate The Specific Janitorial Functions Of The Agency During The Life Of The Contract. Iii. Scope Of Services The Following Is The Scope Of Work To Be Performed For The Contract Of Janitorial Services: A. Contractor: 1. Provide Janitors/janitress With Uniform, Valid Identification Cards And Other Paraphernalia Necessary To Carry Out Their Functions. 2. Provide An Initial Janitorial Complement Consisting Of Two (2) Males And One (1) Female. 3. Comply The Performance Of Janitorial Services Of At Least Eight (8) Hours Of Duty Per Day, Five (5) Days A Week With Specific Schedule To Be Determined By Darpo Aklan To Cover The Following Office Premises. A. Dar Provincial Main Office, Covering The Rooms, Hallways And Rest Rooms - 2nd Floor Of Arcada Prime. B. Darab Office And Dar Provincial Office Conference Room – Ground Floor Of Arcada Prime. C. Parking Area - Ground Floor. D. Surrounding Premises And Corridors - Ground And 2nd Floors Of Arcada Prime. 4. Ensure Availability Of Reliever In Case Of Absence Or Inability To Report For Work Of Assigned Janitors/janitress Under The Contract. 5. Must Be Duly Licensed With The Securities And Exchange Commission, And Registered With The Dole, Philhealth, Pag-ibig And The Social Security System. B. Work Activities: The Following Are The Classification Of Work Activities To Be Performed By The Contractor/ Janitors/janitress: B.1 Daily/routine Operation A. Cleaning And Polishing Of All Floors, Including Lobbies, Stairways And Corridors. B. Cleaning, Waxing And Polishing Of All Furniture, Fixtures, Artworks, Counters, Floor Walls, Window Glass And Panels, Vertical And Horizontal Areas And Ceiling. C. Proper Trash Disposal And Regular Cleaning Of Garbage Bins Or Cans. D. Ensure That Office Premises Are Free From Food Wastes And Left Overs And Unwashed Utensils And Dishes. E. Cleaning, Sanitizing And Disinfecting Of Comfort Rooms And Wash Rooms. F. Watering Of Plants. G. Cleaning Of Driveways, Parking Areas And Surroundings. H. Reporting The Damage Of Building Accessories, Equipments And Furniture For Replacement Or Repair. This Requires Inspection Of Fixtures, Equipments, Gadgets, Furniture And Similar Items. Result Of Inspection Should Be Reported To The General Services Section For Appropriate Action. B.2 Monthly Periodic Operation A. Spot Scrubbing Of Dirt Outside The Walls Of Rooms. This Involves Scrubbing Of Spots, Stains Or Smudges On Interior Walls And Outside Walls Which May Require The Use Of Chemicals Or Detergents To Restore The Original Luster. B. Scrubbing And Waxing Of Floor Areas, Lobbies, Stairways, Fire Exit Ways And Landings. These Areas Are To Be Scrubbed With Suds, Dried, Waxed And Polished. C. Pressurized Washing Of Exterior Walls. D. Cleaning Stockrooms And Darpo Aklan Compound. B.3 Other Activities All Janitors/janitress Are Expected To Perform Other Additional Functions Such As Minor Maintenance Of Office Facilities, Operating Photocopier, Duplicating Machine And Driving Office Vehicles In The Absence Of The Official Drivers In The Exigency Of The Service. C. Cleaning Materials/equipment: Darpo Aklan Will Provide The Cleaning Materials, Tools And Equipment. However, The Contractor Shall Ensure That Materials, Tools And Equipment Owned By Dar Aklan Will Be Used Properly By Its Janitors/janitress. D. Medical And Risk Insurance The Janitors/janitress To Be Assigned Shall Have Full Coverage Of Medical And Risk Insurance By The Contractor. Iv. Contract Duration The Contract Shall Be For A Term Of One (1) Year Commencing Upon Receipt Of Notice To Proceed, Subject To The Result Of The Semestral Performance Evaluation Of The Janitorial Agency. Should The Janitorial Services Agency Fails To Maintain A Satisfactory Performance Based On The Set Of Performance Criteria Stated Below, The Darpo Aklan May Pre-terminate The Contract For Failure By The Agency To Perform Its Obligation Following The Procedure Prescribed Under The Guidelines On Termination Of Contract Issued By The Government Procurement Policy Board [gppb] Under Resolution No. 018-2004, Dated December 2004. The Performance Criteria To Be Applied Shall Be The Following:  Quality Of Service Delivered – 20%  Time Management – 20%  Management & Suitability Of Personnel – 20%  Contract Administration And Management, And – 20%  Provision Of Regular Progress Reports – 20% The Allowed Performance Rating Shall Not Be Lower Than 70% Across All Of The Above Performance Criteria. V. Approved Budget For The Contract (abc) The Approved Budget Cost Of The Contract Is Six Hundred Seventy-eight Thousand Four Hundred Eighty-one Pesos (p 678,481.00) For One (1) Year, January 1, 2025 To December 31, 2025. In Accordance With Clause 5.0 Of Appendix 14 Of Gppb Resolution 03-2011 Dated January 28, 2011, All Bid Prices For A Duration Of One (1) Year Shall Be Fixed And Shall Not Be Adjusted During The Contract Implementation, Except For The Following: 1. Increase In The Daily Minimum Wage Pursuant To Law Or New Wage Order Issue After Date Of Bidding; 2. Increase In Taxes; 3. If During The Term Of The Contract, Darpo Aklan Sees The Need For A Decrease In The Number Of Janitorial Attendants; Vi. Manner Of Payment Payment To The Agency Will Be Paid/released Through The Lddap. The Janitorial Services Agency Shall Bill Dar Aklan Once A Month, Preferably On The 30th Day Of Each Month Of Services Actually Rendered By The Janitors/janitress. For This Purpose, The Agency Shall Submit Payroll Records Of The Janitors/janitress With Their Names, Hours Of Work Rendered And Certification That The Janitors/janitress, Whose Name Appears Therein, Actually And Truly Rendered Their Services For The Particular Billing Period. Non-compliance Thereon Gives Dar Aklan The Right To Disallow Payment Of The Bill And Any Falsehood Or Misrepresentation In The Certification Shall Constitute Breach Of The Contract, Which Is A Ground For Termination Thereof.