RFT for the Provision of Commercial Cleaning Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

Office of the Attorney General_435 ran this procurement for “RFT for the Provision of Commercial Cleaning Services” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• Title: RFT for the Provision of Commercial Cleaning Services
• successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of c
• • Minimum annual turnover of €130,000 in respect of services that are the subj
• the proposed Services Contract may amount to some €130,000 (excl
• Minimum annual turnover of €130,000 in respect of services that are the subject
• [AGO RFT for the provision of Commercial Cleaning Services- Appendices 2a and 2b.docx]
• 1 - Mobilisation & Implementation Plan.
• Please refer to the RFT Document for * Any page limits that apply to this section. If there is a limit, any content beyond this limit will NOT be considered. Including additional information included as appendices, for example in the form of tables, brochures, graphics, or charts is NOT permitted in response to the award criteria and will not be reviewed. * The marks available for this section * Specific Client Requirements in the RFT especially the scope of services and specifications Additionally, the Client draws your attention to the following:
• Tenderers must submit a detailed statement demonstrating their proposed Mobilisation & Implementation Plan for the delivery of a high quality cleaning service to the Office of the Attorney General. The plan should take into consideration the scope of services and specifications as detailed in appendix 1 of the RFT. Tenderers must detail their understanding of the Offices’ requirements and the plan must: * Detail how the service will be mobilised and delivered to include descriptive information per step. Please note a Gantt Chart may be included as appendices in response to this question * Include a set of activities, details of resource requirements, a timetable of all milestones/stages for the implementation and mobilisation of the new contract and details of engagement with the Client. * Include a detailed Matrix of Personnel & Hours with Times, assigned at the Contracting Authority location addressing the scope of services in the form of a table in this document. * Include details of the contract manager assigned; brief CV detailing qualifications and experience; and outline of the role/responsibilities of the contract manager for this contract
• [AGO RFT for the provision of Commercial Cleaning Services- Appendices 2a and 2b.docx] manager for this contract
• Tenderers must: * Detail their proposed management and supervision structure and methods for the management of any Services Contract awarded and of the staff assigned to deliver the service, including: Systems for managing staff attendance and procedures and systems to manage staff allocation and re-allocation, planned and un-planned absenteeism and productivity. * Provide details of the proposed cleaning team training regime to deliver the service, including: Staff training approach including the type of training (on the job and/or courses) provided and the training subjects covered, with particular reference to induction of new staff, cleaning methods, health and safety, infection control, chemical safety, hygiene standards, equipment safety and customer service.
• [AGO RFT for the provision of Commercial Cleaning Services- Appendices 2a and 2b.docx] content beyond this limit will NOT be considered. Including additional information included as appendices, for example in the form of tables, brochures, graphics, or charts is NOT permitted in response to the award criteria and will not be reviewed. * The marks available for this section * Specific Client Requirements in the RFT especially the scope of services and specifications Additionally, the Client draws your attention to the following: Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• Contracting Authority policy seeks to encourage participation on a fair and equal basis by

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of c; laims arising out of a single occurrence Public Liability €6.5 million limit for any one claim or series of c
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — not specified for this tender
• Geographic / facility constraints — not specified for this tender Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of c
• laims arising out of a single occurrence Public Liability €6.5 million limit for any one claim or series of c
• laims arising out of a single occurrence Product Liability €6.5 million limit for any one claim or series of c
• • Minimum annual turnover of €130,000 in respect of services that are the subj

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• Tenderers must submit a detailed statement demonstrating their proposed Mobilisation & Implementation Plan for the delivery of a high quality cleaning service to the Office of the Attorney General. The plan should take into consideration the scope of services and specifications as detailed in appendix 1 of the RFT. Tenderers must detail their understanding of the Offices’ requirements and the plan must: * Detail how the service will be mobilised and delivered to include descriptive information per step. Please note a Gantt Chart may be included as appendices in response to this question * Include a set of activities, details of resource requirements, a timetable of all milestones/stages for the implementation and mobilisation of the new contract and details of engagement with the Client. * Include a detailed Matrix of Personnel & Hours with Times, assigned at the Contracting Authority location addressing the scope of services in the form of a table in this document. * Include details of the contract manager assigned; brief CV detailing qualifications and experience; and outline of the role/responsibilities of the contract manager for this contract
• Tenderers must submit a detailed statement demonstrating their proposed operational structure and how this structure would be implemented in delivering a high quality service to the Office of the Attorney General. Tenderers must include: * Details of any industry standards achieved with particular reference to quality standards. * Details of any industry affiliations. * Qualifications and experience of the management team. * Details of the pool of cleaning staff available to the company and of relevant skills, expertise, experience and qualifications of the cleaning staff proposed. * A table detailing the proposed equipment and all materials to be used in the service delivery to the Contracting Authority. Consideration must be given to Health & Safety aspects of the equipment and materials proposed. * A statement on how they might introduce innovative equipment or material solutions to future-proof the continuous improvement of the service provided. * Details of their approach (including response times and resources available) to dealing with cleaning post critical or emergency incidents, for example health or flood-related incident (or similar). Costing of this element is not required in responses to this RFT.
• Tenderers must submit a detailed statement demonstrating their proposed contingency arrangements to ensure the continuity of service in the event of unforeseen occurrences and the provision of alternative backup resources. Tenderers must particularly address how they will ensure sufficient cover for staff on leave, out sick or who have departed the company. Tenderers should also note that there is a lead-in period for Garda vetting.
• Tenderers must submit a detailed statement outlining their customer relationship service management structure and processes and how complaints will be addressed and resolved by the tenderer, response times, escalation processes and the frequency of engagement with the Office. Tenderers must include: * The name of the point of contact for all service issues and complaints along with resolution times * An organ
• As part of the Government Climate Action initiative and giving regard to Circular 20-2019, all Government Departments/Offices are seeking to reduce the environmental impact of the goods and services that they procure. Tenderers must submit a detailed statement outlining their proposed procedure for reducing the environmental impact of the goods and services provided as part of this contract. Tenderers must include: * A list of environmentally friendly, low toxic cleaning products to be used at the site * An outline of how you operate an energy efficient cleaning service and how this is monitored/managed * Details of how environmental impacts will be minimized in the delivery of the services and materials used, including any eco-friendly and sustainable practices. (Client wants Green & Environmental cleaning products used for this Service Contract).
• Note 2: No cost is required to be provided in respect of the emergency response capability described in Part 3 of Appendix 2(a) (Tender Response Document) (Operational, Technical Resources and Equipment) and tenderers should not include it in the above costs**.**

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 12 months. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of c
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby
• up to 12 months with a maximum of 1 such extension or e
• e right to extend the Term for a period or periods of up to 12 months
• ontinues for 28 calendar days either Party may terminate at 14 days notice
• of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: AGO RFT for the provision of Commercial Cleaning Services- Appendices 2a and 2b.docx, AGO RFT for the provision of Commercial Cleaning Services.pdf, RFT for the Provision of Commercial Cleaning Services.
• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: [email protected].
• Key attachments to prioritise: RFT for the provision of Commercial Cleaning Services- Appendices 2a and 2b.docx] , RFT Document for * Any page limits that apply to this section. If there is a limi, RFT especially the scope of services and specifications Additionally, the Client.