Delegation of the European Union to Botswana and SADC

INVITATION TO TENDER No EEAS-02/01/2020-DELBW-SER/DIR Dry Cleaning Services

Open
Services
€15.000 - €60.000

The Delegation of the European Union to Botswana is launching a call for tenders using a Service Level Agreement  for  dry cleaning services.

If you are interested to participate, you may express your interest by sending an email to the contact e-mail mentioned below, following the instructions on the webpage How to apply for an EEAS call for tenders.

 

Tender specifications

 

 INVITATION TO TENDER

No EEAS-02/01/2020-DELBW-SER/DIR

Dry Cleaning Services

 

1. Introduction

This contract has been published on January 17th 2020 on the website of the Botswana Delegation at the following address:

http://eeas.europa.eu/delegations/botswana/index_en.htm.

1. Subject of the contract

The Delegation of the European Union to Botswana and SADC invites service providers specialised in dry cleaning of various items in different quality of material to participate in this tender launched with the aim of signing a contract.

2. Place of performance

EU Delegation Offices in Gaborone at the following address:  Delegation of the European Union to Botswana and SADC, Plot 758 Robinson Road, Extension 2.

3.1       Service Level Agreement

Priority

Target Customer Status Update Time

Target Resolution Time

 

 

 

High

Cleaning of uniforms, flags

and table clothes

24 hours

 

Medium

Cleaning of curtains of

different material

24 hours or more

 

 

 

3.2       Dry Cleaning Tasks

    • Attend to various difficult dirt spots
    • Careful use of cleaning materials related to the type of items and material
    • Ironing and folding of respective items like table clothes, curtains

 

3.3.      Staff

For the execution of the above mentioned tasks, the service provider will propose at least two qualified staff with a possible back-up.  The proposal to be sent by the tenderer must include a comprehensive working plan foreseen for the implementation and management of all aspects of the contract.

4. Presentation of tenders

a) Prices must be:

  • Denominated in Botswana Pula (BWP) and be firm during the entire duration of the contract; a list of the prices for services, equipment and products in the format, provided in the tender submission document, Annex A.

b) The tender must indicate:

  • A clear description of how the services will be organized and provided, and how

            continuity and quality will be ensured. For more details refer to 4.2 below.

c) The tender must be signed and dated.

d) The forms to be filled in by the tenderer may not be altered in any way.

The procedure for submitting tenders is as follows:

Submission of a tender implies that the tenderer:

  • accepts all the terms and conditions governing the purchase order in Annex 3;
  • waives its own terms and conditions.

Period of validity of the tender: three months from the deadline for the submission of tenders.

Documents to be submitted:

4.1 Documents constituting the financial bid (to be placed in the ‘financial bid’ envelope):

i) The price schedule, duly completed;

4.2 Documents constituting the technical bid (to be placed in the ‘technical bid’ envelope):

i) A general description of the organization of work, i.e. how the services will be provided, how continuity of services will be ensured.

ii) Where appropriate, a description of the specific organizational measures and methodology, etc and good practices or value-adding services, in which the tenderer will implement and manage all aspects of the contract with the objective of achieving the maximum efficiency and the highest levels of client satisfaction.

vi) Availability at short notice and outside normal working hours and where necessary in an expedited response time.

If any of the documents listed in points 4.1 and 4.2 and on the Checklist to tender are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 148(3), of the implementing rules of the Financial Regulation applicable to the general budget of the European Union;

The evaluation of the technical conformity criteria is done on a binary (YES/NO) basis and thus does not call for the awarding of marks.

5. Specific contract implementation procedures

5.1 Preliminary meeting if necessary

5.2 Prices

  • Tenderers must make use of the enclosed tender submission document
  • Only offers expressed in BWP are receivable

5.3 Implementation period

  • One year
  • Renewable three times
  • Total is maximum four years

5.4 Penalties

Persistent negligent attendance to client requests can lead to cancellation of contract.

5.5 Terms of payment

Payment in BWP by electronic bank transfer to the contractor's bank account.

6. Payments

Payment shall be executed in BWP.

  • Original only (excludes email, photocopy, certified conform to original copy);
  • Must clearly indicate the details of the invoiced amount in line with the format of the price schedule in the tender submission document;
  • Must clearly indicate the additions in line with the format of the price schedule in the tender submission document – when applicable.

The original invoice must be accompanied by the following supporting documents:

  • A signed copy of a job card by the relevant authority in the Delegation

 

 

7. Enclosures (annexes)

  1. Annex A – Financial Tender
  2. Annex 1 – Technical Tender, statement of compliance, checklist minimum requirements
  3. Draft purchase order
  4. Checklist on minimum technical requirements
  5. EEAS-02/01/2020-DELBWA-SER-DIR
  6.  

No

 

Requirements

 

Minimum specifications required

 

Specifications for the technical tender

1

Prepare surface and remove old paint

Scrabble wall and coat with bonding liquid, sand and cement slush

 

2

Crack filling and wall repairs, if required

Use appropriate material

 

3

Plastering of walls

 

 

4

Apply two coats of external wall paint

 

Colour and quality to be decided

 

5

 

 

 

6

[please fill in]

[please fill in]

To be completed by the tenderer

7

[please fill in]

[please fill in]

To be completed by the tenderer

8

[please fill in]

[please fill in]

To be completed by the tenderer

9

[please fill in]

[please fill in]

To be completed by the tenderer

[please fill in]

[please fill in]

To be completed by the tenderer

 

  1. Name of the legal representative of the tenderer:

 

  1. Signature:                                                               Date:]

 

            Checklist on minimum technical requirements

EEAS-02/01/2020-DELBWA-SER-DIR

No

 

Requirements

 

Minimum specifications required

 

Specifications for the technical tender

1

Difficult dirt spots on various material

Appropriate equipment and chemicals

 

2

Ironing and folding of cleaned items

Wrapping up in plastic to cover against dust

 

3

Careful use of chemicals related to various type of items and material

Quality chemicals and other appropriate equipment

 

4

 

 

 

5

 

 

 

6

[please fill in]

[please fill in]

To be completed by the tenderer

7

[please fill in]

[please fill in]

To be completed by the tenderer

8

[please fill in]

[please fill in]

To be completed by the tenderer

9

[please fill in]

[please fill in]

To be completed by the tenderer

[please fill in]

[please fill in]

To be completed by the tenderer

 

Name of the legal representative of the tenderer:

 

Signature:                                                                     Date:]

 

Annex 1 – Technical Tender

Statement of compliance with the tender documents

EEAS-02/01/2020-DELBWA-SER-DIR

I, .................... , the undersigned, being the authorised legal representative of [to be completed with the name of the tenderer; for joint tenders, this must include all members], hereby declare that we have examined and accept without reserve or restriction all the terms and conditions set out in the invitation to tender, in the tender specifications and in the draft purchase order for the tender procedure referred to above and, where appropriate, waive the tenderer's own general or specific terms and conditions. We offer to provide the services on the basis of our technical tender and our financial tender which do not diverge in any way from the requirements described in the tender documents as drafted by the contracting authority. Our tender complies with all the technical requirements indicated in the tender specifications.

We also undertake to respect these requirements scrupulously during the performance of the contract in case we become the awardee of the contract.

 

Name of the legal representative of the tenderer:

 

Signature:                                                                     Date:]

 

 

 

[Insert EU Delegation logo]

 

PURCHASE ORDER

  

FOR (VERY) LOW AND MIDDLE-VALUE CONTRACT

 

 

 

Delegation to Botswana

Number: 

Name and address of contractor:

Currency of payment:

BWP

 

Tel.:

 

 

Tender (date and reference):

 

E-mail:

 

 

 EEAS-02/01/2020-DELBWA-SER-DIR

LEF: 

This purchase order constitutes acceptance of the above contractor's tender.
By agreeing to this order (contract), the contractor accepts the specifications sent on [_ _/_ _ /_ _ _ _] [attached to this document], waives all other terms of sale or performance of services and accepts the general conditions updated in 2016, published on the Internet at: https://eeas.europa.eu/sites/eeas/files/general.conditions.january19.en_.pdf

 

DESCRIPTION OF THE SUPPLIES OR SERVICES

UNIT

QUANTITY

PRICE in

BWP

UNIT
PRICE

TOTAL

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Pursuant to the provisions of Headquarters Agreement applicable to the European Union Delegation or the Vienna Convention of 18 April 1961 on diplomatic relations, the EEAS is exempt from all taxes and dues, including value added tax, on payments due in respect of this Purchase Order.

 

[For intra-community purchases, the statement "VAT Exemption / European Union / Article 151 of Council Directive 2006/112/EC" should be added on the invoice.]

 

 

Packaging:

 

 

 

Insurance:

 

 

 

Transport:

 

 

 

Assembly:

 

 

 

VAT:

 

 

 

TOTAL :

 

 

 

Place of delivery/performance and/or Incoterms:

Contractor's signature

Delivery/performance hours and date:

[from .... to …..]  [_ _/_ _ /_ _ _ _]

 

 

Payment: 30 days from receipt of the invoice.

Name:

 

Contractor's bank account:

 

 

 

Position:

 

 

 

 

 

Date:

 

Acceptance of the tender by the EEAS:

Signature [name, position and date]

 

 

Invoices shall be sent to the following address: [full address of the Delegation]

 

The invoice will be paid only if the contractor has returned the signed purchase order.

This contract is governed by Union law, complemented, where necessary, by [indicate country] law and the courts of [complete] have exclusive jurisdiction over any dispute.

         

 

 

 

 

 

Tender specifications

 

 INVITATION TO TENDER

No EEAS-02/01/2020-DELBW-SER/DIR

Dry Cleaning Services

 

1. Introduction

This contract has been published on January 17th 2020 on the website of the Botswana Delegation at the following address:

http://eeas.europa.eu/delegations/botswana/index_en.htm.

1. Subject of the contract

The Delegation of the European Union to Botswana and SADC invites service providers specialised in dry cleaning of various items in different quality of material to participate in this tender launched with the aim of signing a contract.

2. Place of performance

EU Delegation Offices in Gaborone at the following address:  Delegation of the European Union to Botswana and SADC, Plot 758 Robinson Road, Extension 2.

3.1       Service Level Agreement

Priority

Target Customer Status Update Time

Target Resolution Time

 

 

 

High

Cleaning of uniforms, flags

and table clothes

24 hours

 

Medium

Cleaning of curtains of

different material

24 hours or more

 

 

 

3.2       Dry Cleaning Tasks

    • Attend to various difficult dirt spots
    • Careful use of cleaning materials related to the type of items and material
    • Ironing and folding of respective items like table clothes, curtains

 

3.3.      Staff

For the execution of the above mentioned tasks, the service provider will propose at least two qualified staff with a possible back-up.  The proposal to be sent by the tenderer must include a comprehensive working plan foreseen for the implementation and management of all aspects of the contract.

4. Presentation of tenders

a) Prices must be:

  • Denominated in Botswana Pula (BWP) and be firm during the entire duration of the contract; a list of the prices for services, equipment and products in the format, provided in the tender submission document, Annex A.

b) The tender must indicate:

  • A clear description of how the services will be organized and provided, and how

            continuity and quality will be ensured. For more details refer to 4.2 below.

c) The tender must be signed and dated.

d) The forms to be filled in by the tenderer may not be altered in any way.

The procedure for submitting tenders is as follows:

Submission of a tender implies that the tenderer:

  • accepts all the terms and conditions governing the purchase order in Annex 3;
  • waives its own terms and conditions.

Period of validity of the tender: three months from the deadline for the submission of tenders.

Documents to be submitted:

4.1 Documents constituting the financial bid (to be placed in the ‘financial bid’ envelope):

i) The price schedule, duly completed;

4.2 Documents constituting the technical bid (to be placed in the ‘technical bid’ envelope):

i) A general description of the organization of work, i.e. how the services will be provided, how continuity of services will be ensured.

ii) Where appropriate, a description of the specific organizational measures and methodology, etc and good practices or value-adding services, in which the tenderer will implement and manage all aspects of the contract with the objective of achieving the maximum efficiency and the highest levels of client satisfaction.

vi) Availability at short notice and outside normal working hours and where necessary in an expedited response time.

If any of the documents listed in points 4.1 and 4.2 and on the Checklist to tender are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 148(3), of the implementing rules of the Financial Regulation applicable to the general budget of the European Union;

The evaluation of the technical conformity criteria is done on a binary (YES/NO) basis and thus does not call for the awarding of marks.

5. Specific contract implementation procedures

5.1 Preliminary meeting if necessary

5.2 Prices

  • Tenderers must make use of the enclosed tender submission document
  • Only offers expressed in BWP are receivable

5.3 Implementation period

  • One year
  • Renewable three times
  • Total is maximum four years

5.4 Penalties

Persistent negligent attendance to client requests can lead to cancellation of contract.

5.5 Terms of payment

Payment in BWP by electronic bank transfer to the contractor's bank account.

6. Payments

Payment shall be executed in BWP.

  • Original only (excludes email, photocopy, certified conform to original copy);
  • Must clearly indicate the details of the invoiced amount in line with the format of the price schedule in the tender submission document;
  • Must clearly indicate the additions in line with the format of the price schedule in the tender submission document – when applicable.

The original invoice must be accompanied by the following supporting documents:

  • A signed copy of a job card by the relevant authority in the Delegation

 

 

7. Enclosures (annexes)

  1. Annex A – Financial Tender
  2. Annex 1 – Technical Tender, statement of compliance, checklist minimum requirements
  3. Draft purchase order
  4. Checklist on minimum technical requirements
  5. EEAS-02/01/2020-DELBWA-SER-DIR
  6.  

No

 

Requirements

 

Minimum specifications required

 

Specifications for the technical tender

1

Prepare surface and remove old paint

Scrabble wall and coat with bonding liquid, sand and cement slush

 

2

Crack filling and wall repairs, if required

Use appropriate material

 

3

Plastering of walls

 

 

4

Apply two coats of external wall paint

 

Colour and quality to be decided

 

5

 

 

 

6

[please fill in]

[please fill in]

To be completed by the tenderer

7

[please fill in]

[please fill in]

To be completed by the tenderer

8

[please fill in]

[please fill in]

To be completed by the tenderer

9

[please fill in]

[please fill in]

To be completed by the tenderer

[please fill in]

[please fill in]

To be completed by the tenderer

 

  1. Name of the legal representative of the tenderer:

 

  1. Signature:                                                               Date:]

 

            Checklist on minimum technical requirements

EEAS-02/01/2020-DELBWA-SER-DIR

No

 

Requirements

 

Minimum specifications required

 

Specifications for the technical tender

1

Difficult dirt spots on various material

Appropriate equipment and chemicals

 

2

Ironing and folding of cleaned items

Wrapping up in plastic to cover against dust

 

3

Careful use of chemicals related to various type of items and material

Quality chemicals and other appropriate equipment

 

4

 

 

 

5

 

 

 

6

[please fill in]

[please fill in]

To be completed by the tenderer

7

[please fill in]

[please fill in]

To be completed by the tenderer

8

[please fill in]

[please fill in]

To be completed by the tenderer

9

[please fill in]

[please fill in]

To be completed by the tenderer

[please fill in]

[please fill in]

To be completed by the tenderer

 

Name of the legal representative of the tenderer:

 

Signature:                                                                     Date:]

 

Annex 1 – Technical Tender

Statement of compliance with the tender documents

EEAS-02/01/2020-DELBWA-SER-DIR

I, .................... , the undersigned, being the authorised legal representative of [to be completed with the name of the tenderer; for joint tenders, this must include all members], hereby declare that we have examined and accept without reserve or restriction all the terms and conditions set out in the invitation to tender, in the tender specifications and in the draft purchase order for the tender procedure referred to above and, where appropriate, waive the tenderer's own general or specific terms and conditions. We offer to provide the services on the basis of our technical tender and our financial tender which do not diverge in any way from the requirements described in the tender documents as drafted by the contracting authority. Our tender complies with all the technical requirements indicated in the tender specifications.

We also undertake to respect these requirements scrupulously during the performance of the contract in case we become the awardee of the contract.

 

Name of the legal representative of the tenderer:

 

Signature:                                                                     Date:]

 

 

 

[Insert EU Delegation logo]

 

PURCHASE ORDER

  

FOR (VERY) LOW AND MIDDLE-VALUE CONTRACT

 

 

 

Delegation to Botswana

Number: 

Name and address of contractor:

Currency of payment:

BWP

 

Tel.:

 

 

Tender (date and reference):

 

E-mail:

 

 

 EEAS-02/01/2020-DELBWA-SER-DIR

LEF: 

This purchase order constitutes acceptance of the above contractor's tender.
By agreeing to this order (contract), the contractor accepts the specifications sent on [_ _/_ _ /_ _ _ _] [attached to this document], waives all other terms of sale or performance of services and accepts the general conditions updated in 2016, published on the Internet at: https://eeas.europa.eu/sites/eeas/files/general.conditions.january19.en_.pdf

 

DESCRIPTION OF THE SUPPLIES OR SERVICES

UNIT

QUANTITY

PRICE in

BWP

UNIT
PRICE

TOTAL

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Pursuant to the provisions of Headquarters Agreement applicable to the European Union Delegation or the Vienna Convention of 18 April 1961 on diplomatic relations, the EEAS is exempt from all taxes and dues, including value added tax, on payments due in respect of this Purchase Order.

 

[For intra-community purchases, the statement "VAT Exemption / European Union / Article 151 of Council Directive 2006/112/EC" should be added on the invoice.]

 

 

Packaging:

 

 

 

Insurance:

 

 

 

Transport:

 

 

 

Assembly:

 

 

 

VAT:

 

 

 

TOTAL :

 

 

 

Place of delivery/performance and/or Incoterms:

Contractor's signature

Delivery/performance hours and date:

[from .... to …..]  [_ _/_ _ /_ _ _ _]

 

 

Payment: 30 days from receipt of the invoice.

Name:

 

Contractor's bank account:

 

 

 

Position:

 

 

 

 

 

Date:

 

Acceptance of the tender by the EEAS:

Signature [name, position and date]

 

 

Invoices shall be sent to the following address: [full address of the Delegation]

 

The invoice will be paid only if the contractor has returned the signed purchase order.

This contract is governed by Union law, complemented, where necessary, by [indicate country] law and the courts of [complete] have exclusive jurisdiction over any dispute.

         

 

 

 

 

 

Deadline to express your interest (inscription): 
31/01/2020
Sending of invitation to tender (Indicative time): 
A week before the meeting
Editorial Sections: