It is anticipated that the International Criminal Court (hereafter referred to as the ICC) located in The Hague, The Netherlands, will shortly be issuing a solicitation for the provision of Cleaning Service of Library Collection. In this connection, the ICC is requesting expression of interest from qualified firms.

Scope of Work

1.OBJECTIVE

Provide specialist book and stack cleaning services to the ICC Library to ensure a dust and mould free collection that is adequately preserved.

2.DESCRIPTION AND SCOPE OF WORK

2.1Overview

The ICC Library expects that the cleaning company will:

• Clean the entire collection and stacks of the Library.
• Remove, dust and clean every item from the shelf and replace in original order.
• Handle items with care to avoid any damage.
• Flag any potential mould or pest infestation if encountered.
• Provide ongoing reports on progress, as requested.
• Work independently, with limited assistance from ICC Library staff, according to an established timeline and agreed milestones.

2.2Requirements

The vendor will be required to:

• Provide a detailed description of works to be conducted and timeline (maximum three A4 pages). Update the ICC Library immediately should there be any modification to the agreed timeline.
• Provide the specialist equipment of choice, such as book cleaning machines or book vacuum cleaners, to complete the works.
• Provide trained and experienced cleaners, who are familiar with the chosen specialist equipment.
• Communicate 1 week before the works are conducted, the names and details of the nominated cleaners to allow for security arrangements.
• Handle materials with care and notify Library staff of any pre-existing damage to materials before cleaning them.
• Pay for any damaged incurred during the cleaning process to the collection, stacks or other ICC furniture, ICT equipment or infrastructure.
• Use conservation and archival sound cleaning materials both for books and stacks to avoid chemical damage to the materials, in accordance with international best practice.
• Adhere to ICC security procedures to access, circulate and introduce specialist equipment to the ICC building and Library premises in particular.
• Liaise with ICC General Services Section as required.
• Agree working schedules with the ICC Library to ensure disruption to users and staff is minimal.
• Respect the original order of materials on the shelf. Should Library staff identify any miss-shelved items, cleaners will be required to restore original order before works can be concluded.
• Ensure existing spine labels and barcodes are not removed or damaged.
• Keep Library staff (verbally) informed daily on progress and any problems encountered.
• Report any significant problems encountered that jeopardize the agreed timeline in advance in writing.
• Provide an end of works report on activities conducted, highlighting any conservation problems encountered and recommendations for the future (maximum three A4 pages).

2.3Duration

The project is expected to be concluded by December 2017.

Interested firms/organizations should forward their Expression of Interest by facsimile or e-mail to the attention of Mr. Kazumi Nakamura at fax no. +31 70 515 8336 or by e-mail Kazumi.Nakamura@icc-cpi.int  

Please use the attached form (Page 3).

Interested firms/organizations registered with the UN Global Marketplace, please indicate your vendor registration number.

Please be advised that this Request for EOI does not constitute a solicitation.  It should also be noted that the ICC reserves the right to change or cancel this requirement at any time.

NOTE: Please do not send any offers or price quotations as a response to this Request for EOI.