BANK OF TANZANIA

ZANZIBAR BRANCH

BID DOCUMENT

TENDER - PA/082/2020-21/ZNZ/NC/223
NUMBER

PROVISION OF CLEANING, GARDENING AND SANITARY

SERVICES TO BOT, ZANZIBAROFFICE
BRANCHAND RESIDENTIAL
PREMISE
.
S

MARCH, 2021
 SECTION VI: STATEMENT OF REQUIREMENTS

i) TENDER NO. PA/082/2020-21/ZNZ/NC/223 FOR THE PROVISION OF

CLEANING, GARDENING AND SANITARY SERVICES TO BOT ZANZIBAR
BRANCH OFFICE AND RESIDENTIAL PREMISES.

LOT 1: PROVISION OF CLEANING AND LAUNDRY SERVICES

A) Provision of Cleaning Services

The scope of services under this bid shall include but not limited to:

1. Sweeping, moping and buffing daily all floors, staircases, paved areas and the
like.

2. Removing dust daily in the morning from all furniture, windows, fixtures,
curtain blinds and other accessories.

3. Cleaning spiders’ web accumulation to walls, ceilings, window grills and the
like.

4. Remove dust and stains from carpeted floors daily.

5. Washing and shampooing floor carpets once every two months.

6. Polishing parquet floors with proper polishing material twice a month or any
time as per dust accumulation.

7. Sanitizing, disinfecting daily all toilets, urinals, washbasins and other sanitary
appliances including removal of deposit scales.

8. Emptying daily all waste paper buckets from offices, garbage bins from
canteen and dispose all refuse to disposal sites allocated and approved by
Zanzibar Municipal council or any other relevant authorities.
 9. Deep cleaning at least once a week to all external paved areas, walkways and
the like.

10. Cleaning all rooftops weekly under close supervision of Bank’s maintenance
personnel.

11. Providing daily sufficient quality toilet/tissue papers, liquid toilet soap,
disinfectants, detergents, paper towel rolls, air fresheners and all other
necessary cleaning materials that are environmentally benign and applied
according to manufacturer’s instructions.

12. Supplying sanitized tissue rolls to Gym and normal hand drying tissue rolls to
canteen dispensers.

13. Daily cleaning of gym equipment and machines using approve detergents and
disinfectants as per manufacturer’s instructions.

14. Providing and maintaining suitable (natural and artificial) indoor plants and
flowers at common places to all floors.

15. Supplying eight (8) bouquets of natural flowers to specified offices once a
week.

16. Washing low-level granite cladded walls around the building excluding the
tower once every three months.

ii) WORKING AREAS

Cleaning services shall be rendered to the following areas:

I: Bank of Tanzania Office Building - Gulioni

 S/No Description Working Area Cleaning Frequency

1 Banking block (including 8855 m2 Daily

basement)

2 Office block 4720 m2 Daily

3 Power farm house 64 m2 Daily

4 Low level granite 3312 m2 Once every two

cladded walls months

II: Bank of Tanzania Command Centre – Kenyatta Road Shangani

S/No Description Working Area Cleaning Frequency

1 Ground Floor 213 m2 Once a month (First

Week)

2 First Floor 85 m2 Ditto

3 Compound 144 m2 Ditto

WORKING TIMETABLE

Mondays – Fridays (working days) – 6.00 a.m. to 3.00 p.m. (1hr for tea break) Saturdays –

8.00 a.m. to 2.00 p.m. (deep general cleaning)

Notwithstanding the above working timetable, cleaning of all offices, banking hall,
meeting rooms, washrooms and other common areas must be ready by 8.00 a.m. daily.
Cleaners of the respective floors should be able to maintain cleanliness of toilets,
washrooms, corridors, floors, glass panels and the like throughout the day.
The service provider should make available a competent supervisor to ensure that flawless
services are rendered effectively.

B) Provision of Laundry Services -

S/NO ITEMS COLOUR NO. OF ITEMS

1. Table covers White 45

2. Seat Covers White 192

3. Table Covers Cream Kitenge Style 45

4. Top Covers Red Masai Type 10

5. Top Covers Green colour 10

6. Table Covers Brown 18

7. Napkin White 60

8. Blanket White 4

9. Towels White 4

10. Seat Covers Light blue 28

11. Seat Covers White 14

12. Seat Covers Brown 14

13. Seat Covers White 24

14. New consignment White 255

 ACTIVITY SCHEDULE

Lot 1

A) I. Activity Schedule - Provision of Cleaning Services to Branch Office

Premises at Gulioni.

S/No.
Item Description Amount (Tzs)

1 Sweeping, moping and buffing daily all

floors, staircases, paved areas and the
like.

2 Removing dust daily in the morning from

all furniture, windows, fixtures, curtain
blinds and other accessories.

3 Cleaning spiders’ web accumulation to

walls, ceilings, window grills and the
like.

4 Remove dust and stains from carpeted

floors daily..
5 Washing and shampooing floor carpets
once every two months.

6 Polishing parquet floors with proper

 polishing material twice a month or any
time as per dust accumulation.
7 Sanitizing, disinfecting daily all toilets,
urinals, washbasins and other sanitary
appliances including removal of deposit
scales.

8 Emptying daily all waste paper buckets

from offices, garbage bins from canteen
and dispose all refuse to disposal sites
allocated and approved by Zanzibar
Municipal council or any other relevant
authorities.

9 Deep cleaning at least once a week to all

external paved areas, walkways and the
like
10 Cleaning all rooftops weekly under close
supervision of Bank’s maintenance
personnel
11 Providing daily sufficient quality
toilet/tissue papers, liquid toilet soap,
disinfectants, detergents, paper towel
rolls, air fresheners and all other
necessary cleaning materials that are
environmentally benign and applied
according to manufacturer’s instructions.

12 Supplying sanitized tissue rolls to

Gym and normal hand drying tissue
rolls to canteen dispensers.

13 Daily cleaning of gym equipment and

machines using approve detergents and
disinfectants as per manufacturer’s
instructions.

14 Providing and maintaining suitable

(natural and artificial) indoor plants and
flowers at common places to all floors.

15 Supplying eight (8) bouquets of natural

flowers to specified offices once a week
 16 Washing low-level granite cladded walls
around the building excluding the tower
once every three months.

Total Cost per month (TZS) – VAT Not included

Add: 18% VAT

Total cost per month VAT INCL.

TOTAL PER ANNUM

B) II. Activity Schedule - Provision of Cleaning Services to Command

Centre at House 28A Kenyatta – Road

N.B: Cleaning Service to this premise is done twice per month (during the first and third
t week of every month)

S/No.

Item Description Amount (Tzs)

1 Sweeping, moping and buffing all

floors, staircases, paved areas and
the like.
2 Removing dust from all pieces
of furniture, windows,
fixtures, curtain blinds and
other accessories.
3 Cleaning spiders’ web accumulation
to walls, ceilings, window grills and
the like.
4 Sanitizing, disinfecting all toilets,
urinals, wash basins and other
sanitary appliances including
removal of deposit scales.
5 Emptying all waste paper buckets
from the office and dispose all
refuse to disposal sites allocated by
Municipal council or other relevant
 authorities.
6 Deep cleaning to all external paved
areas, walkways and the like.

7 Providing sufficient quality

toilet/tissue papers, toilet soap,
disinfectants, detergents, air
fresheners and all other necessary
cleaning materials that are
environmentally benign and applied
according to manufacturer’s
instructions.

Total Cost per month (TZS) – VAT Not included

Add: 18% VAT

Total cost per month VAT INCL.

TOTAL PER ANNUM

SUMMARY

ITEM NO. PREMISE TOTAL (TZS)

A-I Branch Office Premises at Gulioni

A - II Command Centre at House 28A- Kenyatta Road

Shangani

GRAND TOTAL (TZS)

B) Provision of Laundry Service-Subject to No of clothes/covers Attended-Fixed

rate per pc of cloth, when need arises, the Bank will be issuing PO to the
successful bidder basing on the fixed rates.

S/NO ITEMS COLOUR Quantity Fixed rate per cloth

1. White 1PC
Table
covers
2. White 1PC
Seat
Covers
3. Table Cream Kitenge 1PC
Covers Style

4. Red Masai Type 1PC

Top
Covers
5. Green colour 1PC
Top
Covers
6. Brown 1PC
Table
Covers
1PC
7. Napkin White

1PC
8. Blanket White

1PC
9. Towels White

10. Light blue 1PC

Seat Covers

11. White 1PC

Seat Covers

12. Brown 1PC

Seat Covers
 Form of Qualification Information
1. Individual 1.1
Bidders or Constitution or legal status of Bidder: [attach copy]
Individual
Members of Place of registration: [insert]
Joint Ventures
Principal place of business: [insert]

Power of attorney of signatory of Tender: [attach]

1.2
Total annual volume of Services performed in (insert period)
years, in the internationally traded currency specified in the Bid
Data Sheet: [insert]

1.3 Services performed as prime Service Provider on the provision of

Services of a similar nature and volume over the last (insert
period) years. The values should be indicated in the same
currency used for Item 1.2 above. Also list details of work under
way or committed, including expected completion date.

Project name and Name of Procuring Type of Services Value of Contract

country provided and year of
Entity and contact
person completion

(a)

(b)

1.4 Major items of Service Provider's Equipment proposed for carrying out the Services. List all
information requested below. Refer also to Clause 12.5(c) of the Instructions to Bidders.
 Item of Description, Condition (new, good, Owned, leased (from whom?),
equipment make, and age poor) and number or to be purchased (from
(years) available whom?)

(a)

(b)

1.5 Qualifications and experience of key personnel proposed for administration and
execution of the Contract. Attach biographical data. Refer also to
Clause 12.3(e) of the Instructions to Bidders and Clause D.1 of the
General Conditions of Contract.

Position Name Years of experience Years of experience

(general) in proposed
position

(a)

(b)

1.6 Proposed subcontracts and firms involved. Refer to Clause 7 of

General Conditions of Contract.
 Sections of the Value of Subcontractor (name Experience in providing
Services Subcontract and address) similar Services

(a)

(b)

1.7 Financial reports for the last (insert period) years: balance sheets,
profit and loss statements, auditors’ reports, etc. List below and
attach copies.

1.8 Evidence of access to financial resources to meet the qualification

requirements: cash in hand, lines of credit, etc. List below and
attach copies of support documents. We certify/confirm that we
comply with eligibility requirements as per ITB Clause 3 of the
bidding documents.

1.9 Name, address, and telephone, telex, and facsimile numbers of

banks that may provide references if contacted by the Procuring
Entity.

1.10 Information regarding any litigation, current or within the last

(insert period) years, in which the Bidder is or has been involved.

Other party(ies) Cause of dispute Details of Amount

litigation involved
award

(a)

(b)

1.11 Information regarding Occupation Health and Safety Policy

and Safety Records of the Bidder.
 1.12 Statement of compliance with the requirements of Clause 3.2 of
the Instructions to Bidders.

1.13 Proposed Program (service work method and schedule).

Descriptions, drawings, and charts, as necessary, to comply with
the requirements of the bidding documents.

2. Joint Ventures 2.1 The information listed in 1.11 - 1.12 above shall be provided for
each partner of the joint venture.
2.2 The information in 1.13 above shall be provided for the joint
venture.
2.3
Attach the power of attorney of the signatory (ies) of the Bid
authorizing signature of the Bid on behalf of the joint venture.
2.4 Attach the Contract among all partners of the joint venture (and
which is legally binding on all partners), which shows that

(a) all partners shall be jointly and severally liable for the
execution of the Contract in accordance with the Contract
terms;

(b) one of the partners will be nominated as being in charge,

authorized to incur liabilities, and receive instructions for
and on behalf of any and all partners of the joint venture;
and

(c) the execution of the entire Contract, including payment,

shall be done exclusively with the partner in charge.

3. Additional 3.1 Bidders should provide any additional information required in

Requirements the Bid Data Sheet and to fulfill the requirements of Clause 12.1
of the Instructions to Bidders, if applicable.

We, the undersigned declare that

(a) The information contained in and attached to this form is true and accurate as of the date of bid
submission

Or [delete statement which does not apply]

(b) The originally submitted pre-qualification information remains essentially correct as of date of
submission
Authorized Signature:

Name and Title of Signatory:

Name of Bidder:

Address:

Bid Securing Declaration

[The Bidder shall fill in this Form in accordance with the instructions indicated.]

Date: [insert date (as day, month and year)]

Bid No.: [insert number of bidding process]

Alternative No.: [insert identification No if this is a Bid for an alternative]

To: [insert complete name of Procuring Entity]

We, the undersigned, declare that:

We understand that, according to your conditions, tenders must be supported by a Tender-Securing

Declaration.

We accept that we will automatically be suspended from being eligible for bidding in any contract with the
Procuring Entity for the period of time of [insert number of months or years] starting on [insert date], if we
are in breach of our obligation(s) under the bid conditions, because we:

(a) have withdrawn our Bid during the period of bid validity specified in the Form of Tender; or

(b) having been notified of the acceptance of our Bid by the Purchaser during the period of bid validity,
(i) fail or refuse to execute the Contract, if required, or (ii) fail or refuse to furnish the Performance
Security, in accordance with the ITB.
 We understand this Bid Securing Declaration shall expire if we are not the successful Bidder, upon the
earlier of (i) our receipt of your notification to us of the name of the successful Bidder; or (ii) twenty-eight
days after the expiration of our Tender.

Signed: [insert signature of person whose name and capacity are shown] In the capacity of [insert legal capacity of
person signing the Bid Securing Declaration]

Name: [insert complete name of person signing the Bid Securing Declaration]

Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]

Dated on ____________ day of __________________, _______ [insert date of signing]

Corporate Seal (where appropriate)

Bank Guarantee for Advance Payment

To: [name and address of Employer]

[name of Contract]

Gentlemen:

In accordance with the provisions of the General Conditions of Contract, Clause 36 (“Advance Payment”)
of the above-mentioned Contract, [name and address of Contractor] (hereinafter called "the Service Provider)
shall deposit with [name of Employer] a Bank Guarantee to guarantee his proper and faithful performance
under the said Clause of the Contract in an amount of [amount of Guarantee] [amount in words].

We, the [Bank or Financial, institution], as instructed by the Service Provider, agree unconditionally and
irrevocably to guarantee as primary obligator and not as Surety merely, the payment to [name of Employer]
on his first demand without whatsoever right of objection on our part and without his first claim to the
Service Provider, in the amount not exceeding [amount of Guarantee] [amount in words].

We further agree that no change or addition to or other modification of the terms of the Contract or of
Works to be performed there under or of any of the Contract documents which may be made between
[name of Employer] and the Service Provider, shall in any way release us from any liability under this
Guarantee, and we hereby waive notice of any such change, addition, or modification.

This Guarantee shall remain valid and in full effect from the date of the advance payment under the
Contract until [name of Employer] receives fun repayment of the same amount from the Service Provider.

Yours truly,
Signature and seal:
 Name of Bank/Financial Institution:

Address:

Date:

UNDERTAKING BY BIDDER ON ANTI – BRIBERY POLICY / CODE OF CONDUCT AND

COMPLIANCE PROGRAMME

MEMORANDUM (Format 1)

(Regulation 100(2) of the Public Procurement (Goods, Works, Non-Consultant Services and Disposal of
Public Assets by Tender) Regulations, 2005 - Government Notice No. 97 of 15th April, 2005

This company _____________________(name of company) places importance on competitive bidding taking

place on a basis that is free, fair, competitive and not open to abuse. It is pleased to confirm that it will not
offer or facilitate, directly or indirectly, any improper inducement or reward to any public officer their
relations or business associates, in connection with its tender, or in the subsequent performance of the
contract if it is successful.

This company has an Anti-Bribery Policy/Code of Conduct and a Compliance Program which includes all
reasonable steps necessary to assure that the No-bribery commitment given in this statement will be
complied with by its managers and employees, as well as by all third parties working with this company
on the public sector projects, or contract including agents, consultants, consortium partners, sub-
contractors and suppliers. Copies of our Anti-Bribery Policy/Code of Conduct and Compliance Program
are attached

Authorized Signature:

Name and Title of Signatory:

Name of Bidder:
Address: