TENDER
DOCUMENT
CONTENTS
PAGES
1.
INSTRUCTION TO TENDERERS
1
2.
FORM OF TENDER
2
3.
FORM “X”
3
4.
DECLARATION BY TENDERER
4
5.
SITE PLAN
5
6.
TERMS AND CONDITIONS OF CONTRACT
7.
SCHEDULE OF WORK AREA
13
8.
SCOPE OF WORK
14
9.
SCHEDULE OF DUTIES
15
10.
DEFINITION OF CLEANING TERMS
11.
CHECKLIST
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6-12
16-18
19
INSTRUCTION TO TENDERERS
1.
The Tenderer shall visit the site and also carefully examine the Conditions of
Tendering and if there should be or appear to be any ambiguity in or discrepancy
between any of these documents, the Tenderer should immediately refer the
matter to Bank Negara Malaysia.
2.
The Tenderer shall ascertain the location, size and condition of areas available
for their use as working areas, access and all other information affecting their
tender.
3.
The Tenderer shall fill in the annexed Form of Tender and Schedule of Works in
ink and shall sign and date the documents in the spaces provided for the purpose.
4.
The Form of Tender and the Documents attached to it shall not be detached one
from the other and no alteration or modification (other than filling in all blank
spaces) shall be made in any of the documents attached hereto.
5.
The Tender shall be made in accordance with the Tender Documents and with
requirements of the documents annexed to these instructions.
6.
Bank Negara Malaysia will not be responsible or pay for expenses or losses
which may be incurred by any Tenderer in connection with visits to and
inspection of the site and in the preparation of the Tender.
7.
The Tenderer (whether or not he submits a tender) shall treat the details of the
documents as private and confidential.
8.
Each Tenderer must submit, enclosed and sealed in an envelope, a genuine
tender on the form of tender provided together with the required documents
thereof duly filled in, signed and witnessed.
9.
The successful Tenderer shall, on his initiative, take the necessary actions to
guard against foreign fluctuations.
10.
Bank Negara Malaysia does not bind itself to accept the lowest or any tender and
reason will be given for rejection of any tender.
13.
Bank Negara Malaysia reserves the right to decide on and select the alternatives,
if any, and award the contract accordingly.
14.
Tender shall remain valid for sixty (60) days from the final date for submission
of tender and no Tenderer may withdraw his tender within that period.
Facility Management,
Bank Negara Malaysia.
Signature:…………………………......
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FORM OF TENDER
To:
Director
Facility Management
Bank Negara Malaysia
Level 4, Sasana Kijang
2, Jalan Dato’Onn
50480 Kuala Lumpur.
We the undersigned, subject to the Conditions of Tendering annexed hereto and in the
Letter of Invitation to Tender, hereby offer to supply the whole of the labor, tools and
materials for the execution of the work in the:“CLEANING SERVICES AT BANK NEGARA MALAYSIA, SECURITY
APARTMENT SUBANG JAYA”
Under the proposed work packaged described and alluded to, in or inferred from
the Form of Contract, your specification and our Schedule of Works, other documents
submitted by us with our tender and subject to the said Conditions of Contract for the
sum of:RINGGIT MALAYSIA:……………………………………………………………
……………………………………….(RM……………………………per month).
Or an annual contract sum of RM……………..……………………………………
We hereby declare that we are fully conversant with the term of your specification and
other documents submitted by us with our tender and the Conditions of Contract relative
to the work that we have read and understood the same and that we are prepared to
perform the work fully in accordance with the intentions, clauses and conditions and
stipulations thereof to the entire satisfaction of yourselves.
2.
We undertake, if our tender is accepted, to provide services to the Bank
for (36) thirty-six months from the date of award of contract.
Name of Tenderer
:…...…………………………………………….
Signature of Tenderer :...………………………………………………
Company Stamp
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:….………………………………………………
Form “X”
Director
Facility Management
Bank Negara Malaysia
Level 4, Sasana Kijang
2, Jalan Dato’Onn
50480 Kuala Lumpur.
Tender
:
Tender for Cleaning Services at Bank
Negara Malaysia, Security Apartment
Subang Jaya.
I, …………………………………………………………(Name of Principal) from
……………………………………………….(Name of Company) hereby declare
that we will not participate in the above tender due to the following reasons : ……………………………………………………..………………………………..
…………………………………………………..…………………………………..
………………………………………………………………………………………
Signature
:
………………….…………………………………..
Designation
:
………………………………………………………
Company Stamp
:
………………………………………………………
Date
:
………………………………………………………
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DECLARATION BY TENDERER
I/ we hereby declare that I/ we have/ do not have direct or indirect relationship with
any of the Bank Negara Malaysia staff or the immediate spouses.
If yes, please indicate the following details:i) Name of Bank staff
: ______________________________________
ii) Designation
: ______________________________________
iii) Department
: ______________________________________
COMPANY
: ................................................................................
ADDRESS
: ...............................................................................
..............................................................................
COMPANY STAMP
: .............................................................................
DATE
: ............................................................................
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SITE PLAN
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TERMS AND CONDITIONS OF CONTRACT
1.1
INTRODUCTION
This specification details the cleaning requirements of Bank Negara Malaysia (BNM) at Subang Jaya
Security’s Apartment. The areas covered under this contract are as follows:a)
b)
Block A, B, C and D (5-storey apartment tower).
Surrounding compound, walkways, open space parking, driveways and garbage area.
The specification refers to the circumstances that currently prevail at the site. Some alteration may
occur from time to time during the period for which the contract is extant. In these cases the contractor
may be required to vary the type of service supplied. Such variations will be cost in accordance with
the variation rates quoted in Tender Return document.
1.2
PRE-TENDER SITE VISIT
It is a condition that contractors wishing to participate in the tender must visit the premises to acquaint
themselves with all aspect of the site and any restrictions that may have which may require adjustment
to their schedule of works and ways of doing things. Any claims, which may subsequently arise
because the contractor has not satisfied this condition, will not be entertained. Whilst every effort has
been made to provide as accurate information as possible with respect to Work Areas, Schedule of
Work, Specification etc., the Bank cannot be held responsible for any errors or omissions. It is
therefore the contractor’s responsibility to confirm that these are correct in order to price the work.
Any discrepancies should be brought to the attention of the Bank. In addition, the Bank may add,
amend, modify any aspect of the contract, Work Area, Schedule of Works, Specifications etc. as it
deems appropriate for the attainment of high quality and world standard cleaning services at Bank’s
building.
1.3 CONTRACT SUPERVISION
A Joint Management Group comprising the representatives of the contractor and the Bank together
with the Head of Property & Services Department will conduct the overall supervision of the Contract.
This group will meet as required, but in any event not less than once in any quarter. To meet this
purpose, the contractor should establish their own Quality Control Unit, which the personnel must not
involved in the operation directly or indirectly. The Quality Control Unit should work closely with the
Bank’s representative.
Signature:…………………………………
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1.4 STAFF REQUIREMENT
Manpower
Manning levels as indicated in the Tender Return document, must be maintained at all times during
operation hours which is from 8.00 am to 5.00 pm. The contractor must ensure that arrangements are
made to provide additional labor to cover sickness, holidays or absenteeism on a daily basis so that the
numbers of Cleaners are maintained three (3) personal at all time
Working Hours
The working hours for the Cleaner will be:Monday to Friday
Saturday
:
:
8.00 a.m. to 5.00 p.m.
8.00 a.m. to 12.00 p.m.
The contractor must seek for Bank’s approval to work outside the working hours stated above i.e.
overtime. A list of workmen’s name must be submitted prior to the time of request to work overtime.
1.5
TRANSPORTATION
The Contractor shall provide a van/any car in order to transport their workmen, chemical or equipment
to and fro the site.
1.6
SITE OFFICE & STORE
The Bank will provide room for storing chemicals and equipment for the purpose of this Agreement
and a site office for the contractor’s administration purpose. The Contractor must maintain the
cleanliness of these rooms. Failing to do so may result for these facilities to be withdrawn.
1.7
CONTRACTOR’S EMPLOYEES
The contractor is solely responsible for supervision, control, payment of wages including the
withholding of income tax, SOCSO, EPF, compensation or unfair dismissal payments, sick pay, and
etc.
The contractor shall provide the Bank with a list of names of all personnel working on site and should
keep that list up-to-date by notifying in writing as they occur.
Signature:…………………………………
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It is the responsibility of the contractor to ensure that: 1.7.1
1.7.2
1.7.6
All employees should record time in and out at security counter.
Non- Malaysians have valid entry visa and work permit registered under the contractor’s.
Quota for permit workers is limited to 20% of total workers.
All employees should be free from any criminal records. All employees must undergo vetting
process from Polis Diraja Malaysia and the results must be submitted to the Bank.
All employees are agrees to be interrogated, if required.
Any employee, agent or subcontractor found to be under the influence of alcohol or drugs
should be removed from the Bank premises immediately.
All employees must wear uniforms, nametags and BNM security pass all times at the premise.
1.8.
WORK PRIORITY AND SKILLS OF EMPLOYEES
1.7.3
1.7.4
1.7.5
The contractor must ensure that all his/her employees and agents involved in the Services are
competent and have all the skills and qualifications necessary to carry out the Services in accordance
with the Terms and Conditions of Contract and specifications. Detail and module of training must be
submitted to the Bank every month.
The Bank may at any time by notice in writing to the contractor require that any person(s) employed
by his/her not engaged in carrying out the Services or any part thereof and the contractor shall
forthwith replace any such person(s) with an alternative person(s) acceptable to the Bank.
1.9
WORK SCHEDULE & REPORTING SYSTEM
Upon appointment, the contractor would be required to schedule for the year all tasks, which are to be
performed. The maintenance schedule shall be such that the contractor’s work would not interfere with
the operation and working of the Bank and its officers. In areas where the contractors are required to
be accompanied, the work has to be coordinated with the relevant officers. The contractor also
required to submits schedule for the month all tasks, which are to be performed, one week before the
scheduled month.
The contractor shall submit a daily work report with details like workers attendance, work done, areas
covered, etc. All reports must be attached with monthly schedule.
To facilitate the monitoring of work done in periodic circle, the contractor is to prepare a daily report
in an electronic spread-sheet (only in Microsoft Excel) for each task (e.g. window cleaning) in which
the areas, dates of work done, the period (e.g. 1st quarter) etc. are clearly tabulated for easy reference.
The information is to be up-dated daily and a diskette submitted to BNM representative each morning.
(The cost of computer equipment and software are to be borne by the Contractor)
The Bank may institute any other monitoring system for the day/core duties if necessary. The
contractor is required to use document format as instructed by the Bank.
Signature:…………………………………
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The contractor may be required to perform any other maintenance tasks other than in the schedule
(Extra Order) from time to time on an ad-hoc basis. The contractor will be asked to submit quotation.
The Bank reserve the right to open tender if either party does not agree on the price or any other issue
regarding the Extra Order.
1.10
USER’S ACCEPTANCE
The supervisors should continuously check and ensure the maintenance of public areas categorized
under Entrances, Common Areas, Internal Circulation and Offices etc. during office hours because of
heavy traffic and usage. The supervisors are required to sign on inspection checklist, provided by the
Bank at various locations.
The Bank will regularly monitor the performance of the contractor in relation to the requirements of
the Specification and the Terms and Conditions of Contract and will from time to time take a random
sampling test for this purpose. Such audits will seek to confirm that specified tasks are carried out at
the scheduled frequency and in the manner as defined in this Specification and comply with the
performance indicators. The Bank reserves the right to instruct that the maintenance to be
repeated, deduct payment or withhold payment in the case of unsatisfactory performance or
incomplete work. The Bank will also compare the actual allocation of labor and the provision of
equipment and materials against those indicated in the Tender Return document. The contractor must
provide replacement within one hour should there are shortage in manpower’s allocation. Failing to do
so may result on payment to be deducted. The calculation will be based on average daily salary i.e.
monthly salary / 26 days. In case of late attendances, the calculation will be based on average hourly
salary i.e. daily salary / 8 hours.
The Bank may instruct the contractor to redo unsatisfactory performance or incomplete work. If the
contractor failed to attend to the work within time given, the Bank may appoint another contractor and
the cost will be deducted from the contractor’s monthly payment.
The contractor will be given an opportunity to accompany the representative of the Bank during
inspections.
1.11
ROLES AND RESPONSIBILITIES
The roles and responsibilities of the parties associated with operation of this Contract are set out in
broad terms below:

BNM:
1) Job monitoring;
2) Payment certification; and
3) Performance measurement.
Signature:…………………………………
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
Contractor:
1) On job supervision;
2) Record keeping;
3) Reporting as required;
4) Equipment condition;
5) Maintenance of skill levels; and
6) Safety assurance.

Joint Management Group:
1) Review and monitor performance and relationships of the parties to the Contract; and
2) Review and plan improvement initiatives.
1.12
EQUIPMENT, MATERIALS AND CHEMICALS
The contractor is responsible in providing all the necessary equipment, materials, transportation,
machines and chemicals (including all consumable items such as chemicals, etc.) to meet the
Specification. A list of these chemicals must be submitted in the Tender Return document. However,
the contractor must provided equipments and materials as stated in the list prepared by the Bank.
The Bank shall provide storage facility. However, The Bank shall not be liable for any loss or damage
to the equipment and materials. The contractor will take measures appropriate to its security and is
required to report any incident of theft, tampering or damage to the Bank’s security staff by writing via
the Bank’s representatives. This store must be kept clean and tidy at all time. The contractor must
ensure a proper stock control documentation and the Bank may check and take appropriate action
regarding stock control if necessary.
The Bank may instruct the contractor to add or replenish equipments, materials and chemicals if
necessary. Failing to ensure enough equipment, materials and chemicals by the contractor, the Bank
reserves the right to purchase the stock on behalf of the contractor, which the cost will be borne by the
contractor.
The contractor is responsible for any damage caused to the fabric of the building, or furniture, fixtures
or fittings as a result of misuse of equipment or materials; or by negligence whilst carrying out his/her
works.
Signature:…………………………………
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1.13
REPORTS ON BREAKDOWN AND DAMAGES
In the event of any damages and breakdown to the Bank premises and properties noted by
the contractor and its employees they should notify Bank at once for rectification and repairs.
1.14
OCCUPATIONAL HEALTH AND SAFETY
The contractor must have in place procedures to ensure the safety and wellbeing of their employees
whilst they are engaged on cleaning work and the Bank staff and the public visiting the Bank. These
procedures must also comply with any relevant statues.
1.15
INSURANCE
The contractor shall have a valid insurance cover for workmen compensation and public liability
policy (insured amount to be RM 50,000.00 (Ringgit Malaysia: Fifty Thousand Only) minimum in for
each policy.
A copy of the insurance policy shall be given to the Bank for reference.
1.16
SAFETY AND FIRE PRECAUTION
In the event of any accident, injury, fire or damage to property, the contractor shall at once notify the
Security Department and subsequently confirm this report in writing.
In the event of the contractor discovering a fire he must immediately activate the fire alarm. The
contractor should be familiar with all such alarms, which are located extensively throughout the
building. The contractor must take no unnecessary risks and must comply with the designated
evacuation procedures.
Upon hearing the fire alarm the contractor should make safe all equipment in use at the time and
should then leave the building in an orderly manner by the nearest exit. Once outside he should make
his way to the designated assembly point.
The contractor must appoint Fire Officers and the Fire Officers will be responsible for confirming that
all persons employed by the contractor or under his control, have safely evacuated the premises by
calling a roll. The contractor must ensure that the Fire Officers familiar with the designated evacuation
process. Training and briefing should be provided to the Fire Officers at least once a month.
The safety of all persons employed by the contractor is the sole responsible of the contractor. The
Bank should not be responsible for any injury, death or losses incurred by the contractor’s employees
and his/her belonging. Any losses incurred by the contractor to it’s properties are the contractor’s
responsible.
Signature:…………………………………
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1.17
PAYMENT AND RECOVERY OF SUM DUE
The contractor is required to submit an invoice together with service reports of the respective calendar
month. This should detail a periodic operations completed, attendance, Site Instruction, Non
Conformance Report, Schedule of Deduction, Work Done Acknowledgement, Site Inspection Report,
Daily Activity Report, Extra Services, Quality Control’s Audit Report etc. during the month. Failing to
provide the reports together with the invoice may result in the invoice rejected.
Payment for periodic tasks and special operations will only be sanctioned for payment upon
presentation confirming the Bank’s satisfaction with the work undertaken.
It is a condition of the contract that any sum of money recoverable from or payable by the contractor
may be deducted from any due to the contractor at that time, or which become due to the contractor at
some later time.
Deduction of the payment will be based on uncompleted or unsatisfactory works. The Bank holds full
discretion on the amount to be deducted.
1.18
ASSIGNMENT/ VARIATION/ TERMINATION OF CONTRACT
The contractor will be required to apply for approval to appoint sub-contractors and are also required
to obtain the Bank’s consent in writing before subletting, assigning or transferring the contract or any
part of it to any third party. The Bank reserves the right to vary the contract should the need arise. This
may result in a change in the contract price.
The Bank may terminate the contract at any time and without stated reason upon giving one-month
notice in writing.
If the contractor fails to meet the requirements of the specification he will be advised of the failure in
writing and be allowed a fixed time in which to remedy it. Failure to do so in the allotted time may
result in termination of the contract upon seven days notice in writing.
The Bank reserves the right to terminate the contract at once in the event of any serious breach of
contract or misdemeanor on the part of the contractor or its employees.
1.19
COMPLIANCE WITH MANUFACTURES’S INSTRUCTIONS
The contractor should rigidly comply with the manufacture’s specification as regard to the use of any
machine or equipment and method of application of stripper, sealer, polisher etc. for the various type
of floor, glass tiles, sanitary fittings and other chemicals used.
Signature:…………………………………
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SCHEDULE OF WORK AREA
TOILETS
Maintenance toilet
Multi-purpose Hall toilet
Block D
Block D
COMMON AREA
Surrounding Area
Parking Area
Drains
Car parks-open / basement / covered
Walkways-open / covered
Open compound
Corridors
Common staircase
}
}
}
} Ground Floor to rooftop of
Block A,B, C & D
Changing room
Car porch
Walkway area
Badminton Court
FLOOR & WALL FINISHES FOR A TYPICAL FLOOR
Area Description
Floor Area
Wall Finishes
Pantry
Homogenous Tiles
Homogenous Tiles
Gent’s Toilet
Homogenous Tiles
Homogenous Tiles
Ladies Toilet
Homogenous Tiles
Homogenous Tiles
Corridor
Cement Rendered
Painted
Riser
Cement Rendered
Painted
Multi-purpose Hall
Homogenous Tiles
Homogenous Tiles
Staircase
Cement Rendered
Painted
Signature:…………………………………
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SCOPE OF WORK
1.
The Cleaner shall provide equipment and machinery, in order to perform job stated in the
master schedule, which are necessary for the high standard of cleaning of the premises to the
satisfaction of the Bank.
2.
The Cleaner shall station a minimum of three (3) janitors at Bank Negara Malaysia Security
Apartment every weekdays including Saturday.
3.
The Cleaner shall supply the chemicals needed for all the specified cleaning work, including
toiletries and body shampoo & hand soap for all the toilets.
4.
The Cleaner shall take into consideration the following desirable properties of floor coatings
when using materials for stripping/sealing/polishing.
5.
The standard of cleanliness, cleaning method and appropriate cleaning agents shall be
maintained and improve from time to time.
6.
The Cleaner, at their own expense must provide standby cleaners for special function as and
when required by the Bank. The Cleaner will be informed at least three (3) days prior to the
function date.
7.
The Cleaner are to provide floor mat at the locations stated hereunder. The floor mat should be
vacuumed clean daily and to be shampoo clean every fortnightly at the expense of the Cleaner.
8.
The Cleaner shall by mutual agreement provide extra services to the Bank without any
additional charges.
Signature:…………………………………
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SCHEDULE OF DUTIES
In carrying out the Services, the Company shall comply the following schedule of duties:
(a)
Daily
For Toilets and Common Area –
(b)
(i)
Sweep floors and mop with water treated with bacteria dust control agent;
(ii)
Wash and scrub stains on sanitary fittings – including toilet bowl, wash basin,
stainless steel sink, taps, mirrors;
(iii)
Replenish toiletries including toilet roll, liquid soap and air freshener;
(iv)
Remove stains or rubbish from drains at surrounding areas; and
(v)
Disposal of rubbish.
Weekly
Clean all internal and external glass windows with an approved glass cleaner and lint free cloth.
(c)
Monthly
(i)
Remove cobwebs throughout the whole building as specified in Scheduled of
work area; and
(ii)
Wash specified area as well as surrounding area using scrubbing machine to
remove stains.
Signature:…………………………………
DEFINITION OF CLEANING TERMS
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Buff Finish
Using a high speed (300 – 500 rpm) or ultra high-speed (2000 rpm or more) rotary machine fitted with
a suitable brush or pad, buff / burnish the floor to achieve a shine free from scuff, abrasive and heel
marks. If the floor has been polished the machine should be fitted with a suction unit, or the floor
should be swept or dust control mopped after the buffing / burnishing operation is completed.
Clean
Wipe using a suitable cloth impregnated with a proprietary-cleaning agent to remove dust, dirt and
superficial marks. If necessary, polish with a dry lint-free cloth or paper towel to remove cleaning
marks.
Clean and Deodorize Drains
Remove grating and gully covers and clear channels of debris. Scrub grid and channel using a stiff
brush or powered brush with a proprietary drain-cleaning product. Flush away all residues and
deodorizes as necessary using an appropriate deodorizer.
Clean & Dry Polish (stainless steel, metalwork, brassware)
Wipe using a suitable cloth impregnated with a proprietary-cleaning agent to remove dust, dirt and
superficial marks. If necessary, polish with a dry lint-free cloth or paper towel to remove cleaning
marks. Do not use abrasive cleaning creams.
Cleaning Ceilings
Vacuum using appropriate tools to remove dust, dirt, cobwebs and fluffs.
Clean Glass (doors, windows)
Use suitable window cleaning equipment and appropriate detergent to remove dust, dirt, fingerprints,
changing the detergent solution with sufficient frequency to avoid contaminating the surface being
cleaned with dirty water. If necessary polish dry with a lint free cloth to remove cleaning marks.
Ensure that all-adjacent surfaces such as sills and frame are free from smears.
Clean Light Diffusers
Without dismantling the diffusers, damp wipe surfaces of fittings, lamp and diffusers using a suitable
cloth impregnated with an appropriate cleaning agent to remove dust and dirt. Dry with a lint free
cloth.
Signature:…………………………………
Clean Toilets and Urinals
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Clean the internal surfaces of toilets using appropriate equipment and a proprietary toilet cleaner. Wipe
external surface of fittings, tap, visible cisterns and pipes using a suitable cloth impregnated with a
neutral detergent solution. Ensure that all hinges channels and outlets are cleaned and remove debris
from drain grilles.
Clean Wooden Skirting
Remove dirt and other contamination from skirting using a suitable cloth impregnated with an
appropriate cleaning agent. If necessary remove stubborn marks using a scrubbing brush. Wipe dry
with a lint free cloth to remove cleaning marks.
Damp Wipe
Using a suitable cloth moistened with a hand sprayer containing a neutral detergent solutions remove
dust, dirt and superficial marks from all surfaces. Polish dry with a lint cloth to remove marks.
Dust Control Mop
Remove dust, fluff and debris from hard floor areas using a suitable dust control mop in such a way
that mop is swept with a continuous stroke without being lifted from the surface.
Remove Stains from Carpets/Spot Cleaning Upholstered Furniture
Wet stains:
Blot with clear/white absorbent paper or cloths. If the carpet/fabric remains
clear proceed as for dry stains.
Dry stains:
Treat the stains with a propriety stain removal chemical appropriate to the type of stain
removal chemical appropriate to the type of stain being removed having first checked an
inconspicuous area to ensure that the product has no harmful effect on the carpet/fabric. Blot with
absorbent cloths. If necessary, flush out with a suitable spray extraction machine charged with a
propriety carpet-cleaning chemical.
Scrub (stairs, vinyl chair, waste bins)
Remove ingrained and surface soiling using an abrasive pad or suitable brush an appropriate cleaning
agent. Dry with a cloth or mop.
Spot Mop
Remove spillage or obvious marks from the floor using suitable moping equipment and appropriate
cleaning agent to restore the floor to an evenly clean appearance.
Signature:…………………………………
Spot Wipe/Spot Clean
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Remove obvious marks from walls, paintwork, partition etc. with suitable cloth and an appropriate
cleaning agent.
Spray Clean
Dust control mops the floor. Remove ingrained and surface soiling from smooth floors using a suitable
floor maintenance fitted with correct cleaning pads and using an appropriate cleaning agent dispensed
from a hand trigger spray.
Signature:…………………………………
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