Department Of Environment And Natural Resources Tender

Description Terms Of Reference For Denr Xii Janitorial Services Requirement I. Objective The Department Needs To Maintain A Clean And Healthy Working Environment That Is Conducive To All Its Officials, Employees And Clients In The Delivery Of Programs And Services, Hence, The Acquisition Of A Reputable Supplier For Janitorial Services, Who Can Provide; (8) Efficient And Well- Trained Janitorial Personnel, And Adequate And Reliable Maintenance Services To The Department Of Environment And Natural Resources (denr) Regional Office Xii – To Ensure Orderliness And Sanitation Of Its Buildings Including All Facilities And Equipment And Other Amenities Within Its Compound To Support Its The Day-to Day Operation. Ii. Duration And Budget The Engagement Of A Janitorial Agency Shall Be For The Period Of Six (6) Months, With An Approved Budget For The Contract (abc) Amounting To Eight Hundred Thousand Pesos Only (₱800,000.00) Iii. Place Of Assignment Eight (8) Janitorial Personnel Shall Be Assigned To The Denr Regional Office Xii, Aurora Quezon Street, Barangay Zone Iv, Koronadal City, South Cotabato And Under The Supervision Of The Administrative Division-general Services Section. Iv. Qualifications Of The Service Provider 1. With At Least Three (3) Years Of Experience In Providing Janitorial And/or Housekeeping Services; 2. Can Provide At Least Eight (8) Janitorial Personnel Including One (1) Personnel From The Agency Who Shall Monitor And Supervise The Janitors, Provided That, All These Personnel Are Subject To A Quarterly Performance Evaluation At The Sole Discretion Of The Denr Regional Office Xii; 3. Must Be Updated With All Labor Laws And Relevant Rules Pertaining To Labor; And 4. Must Satisfactorily Satisfy The Following Other Qualifications; • Must Be A Duly Licensed And Registered Service Provider With The Department Of Labor And Employment; • Must Be Duly Registered With The Securities And Exchange Commission, Department Of Trade And Industry, Or Cooperative Development Authority; • Must Be Duly Registered With The Social Security System (sss), Home Development Mutual Fund (pag-ibig), And Philippine Health Insurance Corporation (philhealth); • Must Be Duly Registered With The Bureau Of Internal Revenue (bir); • With Net Financial Contracting Capacity (nfcc) Equal To The Abc And Committed Line Of Credit Or At Least Equal To 10% Of The Abc; And • Can Present One (1) Client/customer Feedback Forms With A ‘very Satisfactory’ Rating From At Least One (1) Government Agency Or Private Corporations, With Whom The Service Provider Has Ongoing Contract Or Had Contract Within The Past 2 Years. A. Qualifications Of Janitorial Personnel A.1 Janitor Supervisor (agency Provided) Duties And Responsibilities Of The Assigned Janitorial Supervisor Shall Include But Not Limited To The Following: 1. Make Rounds To Check His/her Subordinates, Provides Special Cleaning Instructions And/or Assignment, And Ascertain Compliance With Directive; 2. Conducts Inspection To Check Cleanliness And Orderliness Of The Premises, And Informs His/her Subordinate Of Corrections Necessary; 3. Determines Materials, Supplies Needed And Timely Informs The General Services Section Of The Requirement; And 4. Trains Subordinates On Proper Cleaning Methods, Use Of Equipment, Safety Practice And Work Regulations. A.2 Janitorial Personnel 1. At Least High School Graduate; 2. Must Be Physically Fit To Work; 3. Must Be Of Good Moral Character And With Good Reputation, Courteous, Alert And Without Any Criminal Or Police Record Or Pending Case; And 4. At Least One (1) Year Work Experience In Any Government Agency Or Private Entity; B. Job Description A. Maintain The Cleanliness And Orderliness Of The Building And Premises. This Includes Protection Of Properties From Damage Or Destruction In Connection With The Janitorial Activities Rendered, Preservation Of Confidentiality Of Denr Regional Office Xii Records, And Proper Collection And Disposal Of Garbage; And B. Miscellaneous Services To Be Performed Whenever Required I.e., Logistical Assistance During Meetings And Conferences; Hauling Of Office Furniture, Fixtures And Equipment; And Other Necessary Errand Works Within And Outside The Denr Regional Office Xii Premises, As Requested By Denr Regional Office Xii Officials And Personnel. Note: Submission Of All Janitorial Personnel’s Resume, Transcript Of Record, Medical Certificate / Clearance, Drug Test Result, And Police And Nbi Clearance Will Be Required Within Fifteen (15) Days Upon Issuance Of Notice To Proceed (ntp). C. Work Schedule And Other Conditions A. The Following Schedule Shall Be Observed By The Janitorial Personnel Assigned: Provide Janitorial Force Consisting Of Eight (8) Janitorial Personnel, Who Shall Work From Monday To Friday, Observing The Following Schedules: - Monday To Friday 7:00am To 4:00pm - Saturday (if Needed) – 8:00am To 5:00pm *eight (8) Hours, One (1) Hour Break* B. The Service Provider, Thru The Janitorial Supervisor, Shall Provide The Schedule For The Month To Be Approved By The Denr Regional Office Xii. No Work Shall Be Rendered Or Performed During Legal And Special Public Non-working Days; C. Sleeping While On Duty Is Not Allowed. The Service Provider Must Impose Disciplinary Action To Its Janitorial Personnel Caught Sleeping While On His / Her Duty. D. The Service Provider Must Provide “substitute Or Reliever” In Case Of Absence Of One Or More Janitorial Personnel To Ensure Continuous And Uninterrupted Services, At No Cost To The Denr Regional Office Xii. Likewise, A Log Sheet Or Logbook Must Be Provided By The Service Provider To Confirm Daily Logs Of All Janitorial Personnel. D. Workwear A. The Service Provider Must Provide Proper Uniform Or Workwear, As Well As Instruct Janitorial Personnel To Wear The Same, While Inside Denr Regional Office Xii Premises From Monday To Saturday, For Proper Identification; B. The Service Provider’s Personnel Shall Wear Identification Cards When They Enter And While Inside The Denr Regional Office Xii Premises. Wearing Of Proper Uniform Or Workwear Is Mandatory; And C. The Service Provider Shall Provide Safety Work Clothing To Protect Worker While Performing Delicate Tasks. Safety Shall Not Be Compromised At All Times. E. Scope Of Services A. Janitorial Personnel Shall Render Eight (8) Hours Of Work A Day, From Monday To Friday And Saturday (only If Needed) In Order To Perform The Following Task: 1. Daily Periodic Routine. The Daily Routine Services Of Janitorial Shall Include: A. Sweeping, Dusting, Mopping And Polishing Floors Of All Rooms, Corridors, Lobbies, Stairs, And Entrances Or Areas Which May Be Specified By The Denr Regional Office Xii; B. Cleaning And Wiping Of All Office Tables, Glass Tops, Furniture And Fixture, Equipment, Appliances, Windows Ledges, Counters, Doorknobs, And Glass Partitions And Doors; C. Cleaning And Sanitizing Of Comfort Rooms (crs) At Least Two (2) Times A Day, Pantries And Kitchen Sinks And Removal Of Spot Or Stains From Floors And Other Surfaces; D. Fetching Water And Refilling Of Container In The Crs When Water Is Not Available; E. Cleaning Of Driveways, Parking Spaces And Immediate Surroundings Of The Buildings; F. Proper Disposal Of Solid Waste From Various Parts Of The Area Assigned To The Designated Trash Storage Of The Denr Regional Office Xii Compound; G. Upkeep Of Indoor Potted Plants; H. Prepare And Serve Refreshment During Conference And/or Meetings; And I. Maintenance Of Landscape Including But Not Limited To Watering Of Plants, Weeding Gardens, Trimming Trees And Shrubs, And Keeping Green Spaces, And Walkways Clear Of Debris And Litter. 2. Weekly Periodic Routine. The Weekly Routine Services Of Janitorial Personnel Shall Include: A. Spot Scrubbing, Dirt Stain Removal And Cleaning Of Chairs, Carpets, And Rugs; B. Thorough Cleaning, Washing And Scrubbing Of All Rooms And Crs Facilities; C. Cleaning And Polishing On The Inner Surfaces Of All Window Glasses, Sun Baffles, Walls, Counters, Light Diffusers, Picture Frames And Wall Hanging; D. Washing, Scrubbing, Stripping, Waxing And Polishing Floors; E. Disinfecting Of All Bathrooms; And F. Any Other Works Advised By The Denr Regional Office Xii In Connection With The Services. 3. Monthly Periodic Routine. The Monthly Routine Services Of Janitorial Personnel Shall Include: A. Dusting And Removing Of Cobwebs From Ceiling Of The Premises; B. Cleaning Of Ornamental Plants And Polishing Stairs Railings And Metal Signs; C. General Cleaning Of Draperies And Blinds; D. Spraying Of Insecticides And Other Pest Control Activities, When Necessary; E. Refilling Of Liquid Deodorizer, Liquid Soaps, And Among Other In All Bathrooms; And F. Trimming Of Grass / Shrubs In The Denr Regional Office Xii Grounds. 4. Quarterly Periodic Routine: The Quarterly Routine Services Of Janitorial Personnel Shall Include: A. Thorough General Cleaning Of All Areas Including Windows; And B. Thorough Cleaning/shampooing Of All Chairs, Panels, Carpets And Rugs. 5. Miscellaneous Routine And Other Services. Miscellaneous Services To Be Rendered By Janitorial Personnel As Per Request Of The Concerned Office Of The Denr Regional Office Xii Shall Include, But Not Limited To: A. Carrying, Transporting Or Moving Of Office Furniture, Equipment Or Supplies Within And/or Outside Premises As May Be Assigned From Time To Time Or During Major Denr Xii Activities; B. Report Any Damage/leaking Pipe Plumbing, Water And Toilet Facilities, Electrical Installations, And Any Damage Furniture And Fixture That Will Need Immediate Repair; C. Errand Services As Required By Concerned Denr Xii Office. In Performing Errand Services, The Janitorial Personnel Must Fill Out A Pass Slip, Duly Authorized By The Janitor Supervisor, Which Shall Be Submitted To The Security Guard On Duty In Order To Be Informed Of Higher Whereabouts Or Itinerary In Case Of The Need To Be Located Or Contracted; And D. Render Extra Hours Of Service During Special Occasions And Affairs Celebrated/held By Denr Xii. B. The Janitor Supervisor ( Agency Provided) Must: 1. Submit To The Chief General Services Section A Monthly Manpower Schedules Every First Monday Of The Month; 2. Submit To The Gss A Projected Monthly And Quarterly Schedule Of Cleaning Within Ten (10) Days From Assumption Of Duties; 3. Evaluate And Verify Employee Performance Through A Review Of Completed Work Assignments. He/she Shall Submit To The Gss Quarterly Performance Evaluation Of The Janitorial Staff; 4. Ensure Compliance And Implementation Of Denr Xii Rules And Regulations Apart From The Cleanliness And Sanitation Of Its Premises; 5. Conduct Inspection Of The Premises To Ensure Clean And Safe Conditions And Inspect Equipment For Cleanliness And Repair; 6. Prepare Daily Bathroom Cleaning Checklist. Checklist Must Be Attached To The Back Of Each Cr’s Door; 7. Ensure Delivery Of Supplies Needed By Its Complement For The Month And Quarter And Submit Therewith A List/inventory Thereof To The Gss Every First Monday Of The Month; 8. Determine, On A Monthly Basis, The Materials, Supplies, And Equipment Needed; 9. Submit Every First Monday Of The Month To The Gss A Report Of The Supplies Consumed During The Previous Month And An Inventory Of The Remaining Supplies To Be Consumed For The Year; And 10. Ensure Correctness Of Daily Log Entries Of All Janitorial Personnel Assigned To The Denr Xii. V. Supplies, Materials And Equipment The Service Provider Shall Provide The Following Type And Quantity Of Tools, Supplies, Materials And Equipment, Which Must Be Of Guaranteed High Quality To Ensure Maximum Cleaning Results: A. The Service Provider Shall Provide The Following Equipment And Materials Ten (10) Calendar Days Upon Deployment Of Janitorial Personnel To Denr Regional Office Xii: Description Unit Quantity Equipment Mop Squeezer With Bucket Unit 8 Caution Sign With Accessories Pieces 5 Garden Hose 5/8” X 50” With Nozzle Roll 1 Pail, At Least 4-gallon Capacity Piece 30 Materials Dustpan Piece 8 Mop Handle, Aluminum, Heavy Duty Piece 8 Glass Squeegee Piece 8 Toilet Bowl Pump Piece 8 Push Brush Piece 8 B. The Following Supplies And Consumables Must Be Provided To The Denr Regional Office Xii In A Monthly Basis, Especially, Every First Monday Of The Month: Round Cloth Rags Kilogram 1.5 Flannela Rags (pranela) Piece 20 All-purpose Cleaner Gallon 4 Powdered Soap Sachets Kilogram 396 Bleaching Solution (ex. Zonrox) Gallon 4 Bathroom Deodorizer (cake) Piece 42 Toilet Bowl & Urinal Cleaner Gallon 10 Furniture Polish 330ml Per Can Can 15 Garbage Bag Biodegradable/compostable), Large (1pack = 10pcs) Pack 35 Garbage Bag Biodegradable/compostable), Medium (1pack = 10pcs) Pack 35 Liquid Plumber (sosa), 250ml/bottle Bottle 10 Scouring Pad/hand Pad Piece 10 Toilet Tissue Paper (12 Roll/pack) Pack 20 C. The Following Supplies And Consumables Must Be Provided To The Denr Regional Office Xii In Quarterly Basis And Delivered Every 15th Day Of The First Month Of The Quarter: Description Unit Quantity Hand Dustpan And Brush Piece 10 Soft Broom Piece 10 Stick Broom Piece 10 Toilet Bowl Brush Piece 10 Disinfectant (cleaner) Gallon 10 Mop Head Piece 10 Floor Polishing Pad Piece 10 Air Freshener, 300ml Can 10 Insecticide Can 10 Hand Gloves Pair 8 Stripping Pad Piece 8 Dust Grabber (duster) Piece 8 Doormat, Rectangle Shape (for Comfort Rooms) Piece 30 The Service Provider Shall Hold The Denr Regional Office Xii Free From Any Liability Arising From Loss Or Damage Of Such Materials And Equipment. Appropriate Internal Control On Inventory Management Shall Be Implemented By The Janitorial Agency And Shall Be Audited By Denr Regional Office Xii Authorized Representative. Vi. Obligation Of The Service Provider To Its Employees Aside From Paying The Proper Wages Pursuant To The Regional Minimum Wage For Region Xii And Other Mandatory Benefits Provided By Existing Rules, Laws And Regulations, The Service Provider Shall: A. Provide Each Janitorial Personnel With At Least Two (2) Sets Of Appropriate Uniforms, Protective Gear, If Necessary, And Ensure That They Shall Always Observe Personal Hygiene, Neat And Clean. Costs Shall Be Borne By The Service Provided And Shall Not Be Deducted From The Employees’ Wage; B. Religiously Pay All Mandatory Contributions Of An Employer As Provided In Existing Labor Laws, (i.e. Sss, Philhealth Etc) And Other Benefits Mandated By Law; C. Provide The Janitorial Personnel Their Monthly Pay Slip Containing All The Necessary Information Including All The Deductions Imposed By The Employer; D. Proper Briefing Of All Janitors On The Following: 1. The Rate Of Wages Payable; 2. The Method Of Calculation Of Wages; 3. The Frequency Of Payment Of Wages – The Hour, Day And Place Of Payment; And 4. Notification To Any Changes Or Amendments Of Any Conditions Provided And During The Existence Of The Contract; E. Provide Each Janitor Personnel With A Copy Of The Employees Handbook Of The Service Provider. Vii. Obligations Of Agency The Denr Regional Office Xii Shall Provide For A Storage Area/room Of All Equipment And Materials To Be Used By The Service Provider In Carrying Out Its Services. Viii. Other Matters A. The Service Provider Shall Furnish The Denr Regional Office Xii With A Valid And Sufficient Performance Bond In Accordance With The Rules Set Forth Under Government Procurement Reform Act (r.a No. 9184) And Its 2016 Implementing Rules And Regulations (irr); B. Should There Be Any Increase Wage Or Mandated Benefits (i.e., Sss, Pag-ibig And Philhealth) Pursuant To A Law, Executive Order, Decree Or Wage Order Within 30 Days From The Execution Of The Contract, The Service Provider Shall Notify The Denr Regional Office Xii In Writing Of The Matter For Appropriate Adjustments In Its Abc. Failure On The Part Of The Service To Inform The Denr Xii Within The Given Period Will Result To The Irrevocability Of The Approved Contract; C. The Service Provider Shall Furnish Denr Regional Office Xii The Monthly Billing, Together With Copies Of The Payroll As Well As Remittances (with Official Receipt Of Sss, Pag-ibig And Philhealth) And Other State Insurance Fund Contributions For All Janitorial Personnel Assigned, Every 15th Of The Month. Should The Janitorial Agency Fail To Comply, Denr Xii Shall Have The Right To Withhold The Payment For The Succeeding Month; D. The Contract Is Binging Between The Denr Xii And The Service Provider, Hence, No Employee-employer Relationship Exists Between The Denr Xii And The Janitorial Personnel. The Denr Regional Office Xii Shall Not Be Responsible For Any Claims For General Injury, Including Death Sustained By The Janitorial Personnel Or Any Third Person Arising Out Of Or During The Performance Of The Functions Of The Janitors Pursuant To This Contract; E. The Service Provider Shall Be Responsible For Any Loss Or Damage That May Be Incurred By Its Janitorial Personnel. The Denr Regional Office Xii May Suspend Or Withhold Whatever Contract Payments May Be Due The Service Provider Should They Fail To Pay Such Losses Or Damages Within Fifteen (15) Days From The Date Of Notice, Or Until Such Loss Or Damage Shall Have Been Duly Paid, Restituted Or Repaired By The Service Provider, Or Go After The Performance Bond Set Forth In This Contract Agreement. Likewise, The Denr Regional Office Xii Has The Option To Demand Payment For The Replacement Value Of The Lost Properties, Or Its Replacement By Another At Least Substantially In The Same Condition As The Former; F. The Service Provider Shall Maintain Effective Discipline And Full Control And Supervision Over The Janitorial Personnel Assigned Under This Contract Agreement, As Well As The Manner Of Performance Of Their Duties. However, The Service Provider Binds Itself To Cause The Implementation And Enforcement Of All Rules, Regulations Or Directives That Denr Regional Office Xii May Issue Concerning The Conduct Of Said Janitorial Personnel; G. The Service Provider And Its Janitorial Personnel Shall Undergo Periodic Performance Evaluation Which Shall Serve As The Basis Of Continuation Of Its Services; H. Extension Of Contract Is Subject To The Provisions Of R.a. No. 9184 And Its 2016 Irr; And I. The Service Provider Agrees That The Denr Regional Office Xii, Through Property And Supply Section, Reserves The Right To Screen And Accept Or Deny The Deployment Of Any Personnel Recommended By The Service Provider. Notes: A. Should There Be Any Discrepancy With The Technical Requirements Stipulated Herein And The Terms Of Reference, Requirement/s Provided Under This Tor Shall Govern. B. Any Other Term, Condition Or Provision Not Stipulated In This Document Will Be Covered By A Separate Agreement As Proposed And Agreed Upon By Denr Regional Office Xii And The Supplier. C. Bidders Must Comply With All Specifications Contained In This Pr, Tor And Supplemental Bid Bulletin, If Any. D. The Denr Regional Office Xii Has The Right To Screen Applicants And Choose The Personnel To Be Assigned. Additional Requirements The Winning Bidder Shall Submit The Following, Within Fifteen (15) Days Upon Issuance Of The Notice To Proceed (ntp), Valid Upon Submission: A. Photo Of Janitorial Uniform Or Workwear; B. Janitorial Personnel’s Resume; C. Transcript Of Record; D. Medical Certificate/clearance (must Be Valid For One (1) Year Or Before The Deadline For The Submission And Receipt Of Offers, Preferably Issued This Year); E. Drug Test Result (must Be Valid For One (1) Year Or Before The Deadline For The Submission And Receipt Of Offers, Preferably Issued This Year); F. Police And Nbi Clearances (must Be Valid For One (1) Year Or Before The Deadline For The Submission And Receipt Of Offers, Preferably Issued This Year). Terms Of Payment Payment Shall Be Made On A Monthly Basis For Six (6) Months Subject To Submission Of Billing Statement And Other Supporting Documents By The Service Provider. Services Shall Only Be Billed Based On The Actual Services Received By Denr Regional Office Xii, Hence, May Be Computed By A Fraction Of A Month.