Cleaning Services for UNEP/MAP Office, Athens, Greece

1.0 The United Nations Environment Programme/Mediterranean Action Plan (UNEP/MAP) has a requirement for the Provision of Cleaning Services to its office (~ 900 sqm and ~20 staff) located at 48 Vassileos Konstantinou Av., Athens 11635, Greece.

2.0 The United Nations Environment Programme/Mediterranean Action Plan (UNEP/MAP) intends to solicit proposals for the Provision of Cleaning Services under a contract for a period of Twenty Four months, with an option to extend annually for up to a maximum of a cumulative value of  five years  (at UNEP/MAP's discretion and subject to performance).

3.0 The requirement includes but is not limited to the following items:

A - OFFICE ROOMS/CONFERENCE ROOM TASKS

a.  Daily works

To clean out baskets and other waste containers, to vacuum-clean carpet covering, to change bags in baskets, if necessary, to mop solid floor, to vacuum clean textile surfaces subjected to walking up and down the room as well as doorsills, to remove fingerprints on vertical surface (doors around handles, etc.), to dust off all horizontal surfaces within sight, to gather up cups, dishes in offices.

b.   Weekly works

To mop solid floors carefully, less accessible sites as well, to vacuum clean textile surfaces, less accessible sites as well

c.   Monthly works

To clean  all the area of doors and doorframes, to dust off horizontal surfaces above sight and windows, to clean up side of tables, wardrobes and other wood furniture, to dust off additional interior components (radiators, heating distribution, hangers, picture frames, fire alarms, cable distributions, fire extinguisher, electric outlet, switches), to clean up plastic parts of chairs and to vacuum clean upholsteries, to vacuum clean and dust off office chairs

d. Cleaning works according to the needs

To remove spider webs and dust fluffs, notify management on any detected problems, including with lamps, etc., assist in catering arrangements for in-house meetings

B - HALLS, ENTRANCE HALL TASKS

a.   Daily works

To clean out baskets and other waste containers, to vacuum clean carpet covering, to change bags in baskets if necessary, to mop solid floors, to vacuum clean textile surfaces subjected to walking up and down the room as well as doorsills, to remove fingerprints on vertical surface (glass walls, doors around door handle, etc.), to dust off furniture, storage spaces, counters, etc. within sight and windows, to keep entrance and entrance door clean in both sides.

b. Weekly works

To wipe and polish glass panels, to clean passage doors and doorsills carefully, to mop solid floors carefully, less accessible sites as well, to vacuum clean doorsills and textile surfaces carefully, less accessible sites as well.

c. Monthly works

To clean table sides and other wood furniture , to dust off interior accessories  (radiators, heating plan distributions, hangers, picture frames, fire alarms, cable distributions, fire extinguisher, electric outlet, switches), to clean plastic parts of chairs and vacuum clean upholsteries

d. Cleaning services according to needs

-   To remove spider webs and dust fluffs

C - SANITARY ROOMS, KITCHEN TASKS

a. Daily works

To clean out baskets and other waste containers, to change bags in baskets if necessary, to mop solid floors, to vacuum clean textile surfaces and  door mats, to remove fingerprints on vertical surface (doors around handles, walls, storage of hygienic stuff, etc.), to clean out areas made of rust-resistant materials and in-build equipment, to clean out sanitary facilities (washbasins, WC, flush mechanisms, showers, storage spaces) including germicide, to polish fixtures and mirrors, to clean tile cladding subjected to water splashes  germicide included, to remove fingerprints on vertical surfaces (doors around door handles, etc.), to manage quantity and replenishment of consumables hygiene stuff according to the agreement, to gather up cups and glasses from office desks, washing of dishes, cutlery, cups and glasses, to replenish paper cloths, kitchen paper, toilet paper and air fresheners in toilets

b. Weekly works

To mop solid floors carefully, less accessible sites as well , germicide included, to clean out sanitary facilities carefully (washbasins, WC, flush mechanisms, showers, storage spaces)  germicide included, to wash the whole surface of doors and doorframes, to replenish paper cloths, toilet paper and air fresheners in toilets

c. Monthly works

To clean out carefully ceramic facing, to remove water and urinary stone in sanitary facilities, to clean carefully kitchen shelves in the kitchen

d. Quarterly works

To clean heating fixtures before and after heating season, to dust extinguishers and fire hydrants, to clean light switches, electric outlets and protective shield of electric distribution, to clean out  refrigerators inside with assistance of person authorised by contracting party, to defrost and to wash refrigerators 1 time/quarter

Additional tasks as requested by UNEP/MAP Administration

-                       Washing of the carpets of office floors will be executed whenever requested by UNEP/MAP

-                       Disinfection of offices will be executed whenever requested by UNEP/MAP

-                       Cleaning of internal glass window panels will be executed whenever requested by UNEP/MAP

-                       Cleaning of external glass window panels will be executed whenever requested by UNEP/MAP

-                       Cleaning  of glass window panels on both sides will be executed whenever requested by UNEP/MAP

When carrying out daily tasks, the vendor shall provide the necessary equipment/tools at its own cost:

Equipment/Tools

- Provision of 1 Powerful vacuum cleaner to perform related services.

- Provision of Hand equipment (mops, brooms, double caster buckets, brushes, scrubbers, dustpans, buckets, rubber gloves, gum boots, window squeegees, floor squeegees, bags, etc.) as well as appropriate  cleaning agents and materials for different surfaces (bio-degradable detergents, disinfectants, polishes, bleach, cleaning powder, moth balls (phenol) for the urinals, deodorants, stain removers, floor clothes, glass clothes, dusters, etc.).

-The Vendor shall ensure the availability of all necessary tools and equipment to adequately discharge its maintenance responsibilities at all times. Those tools and equipment for daily use (e.g. cleaning & workshop equipment) shall be kept in the UN premises, while other equipment for infrequent use shall be brought in as necessary.

Supplies

The Vendor shall also provide the following supplies: paper cloths towels (single), toilet paper (double-smooth), kitchen paper (double, embossed), kitchen soap and hand soap as well as air fresheners. 

The vendor must make sure that there will be regular replenishments to allow the services to be carried out and needs to be met adequately.

Waste disposal shall be the responsibility of the Vendor. For General Waste, a system of collection/disposal must observe issues of safety, hygiene and environment.

The vendor shall be required to provide its cleaning personnel for 20 hours per week, 4 hours a day as follows: Mondays through Fridays inclusive, except in respect of local or UNEP/MAP recognized holidays.

4.0 The detail specification of Cleaning Services will be given during the issuing of the RFP.

5.0 Please note on the following:

- This EOI is not an invitation for submission of a bid/proposal.

- UNEP/MAP reserves the right in selecting the invitees for the competitive bidding based on substantial and

proven records of performance in the subject field of activities and mere expressing an interest would not

warrant for RFP document.

- UNEP/MAP reserves the right to reject EOIs received after the above deadline.

6.0 For this purpose , UNEP/MAP will undertake a competitive bidding exercise shortly , accordingly would

issue a Request for Proposal with detailed specifications to those companies who would express their

interest and provide initial relevant information as to their ability to fulfill UNEP/MAP 's requirement.