General Office and Window Cleaning Services for the Embassy of Ireland in Berlin

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1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :---------------------------------------- | :------------------------------------------------------------------ | :------------- | :-------------- | :------- | :--------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | Department of Foreign Affairs and Trade General Office and Window Cleaning Services for the Embassy of Ireland in Berlin 90910000-9 €165,000 Not stated Open Procedure 1 Berlin 1 year, renewable up to 4 years 2026-07-20 18:00 2026-11-01

2. Scope of Work

The contract requires general office cleaning, internal and external window cleaning, and associated janitorial/sanitary services for the Embassy of Ireland in Berlin, located at Jägerstraße 51, 10117 Berlin. The total area to be serviced is 1,095.94 m². The services will be under the direction and control of the Embassy’s Administration section.

The contractor will be responsible for:

• General Office Cleaning:
• Daily sweeping, vacuuming, and mopping of hard floors.
• Daily vacuuming of carpets and dirt-trapping mats.
• Daily dusting and damp wiping of doors, desks, tables (wood and glass), counter windows, and other furniture (up to 1.80 metres).
• Daily emptying of bins and removal of refuse to designated areas.
• Daily replacement of bin liners.
• Weekly damp wiping of telephones (using a separate cloth).
• Daily cleaning, disinfecting, and removal of finger marks and stains from door handles and light switches.
• Weekly dusting of table lamps.
• Weekly dusting and damp wiping of window sills and cupboard tops (up to 1.80 metres).
• Weekly dusting of coat racks.
• Monthly vacuum cleaning and dusting of upholstered furniture and chairs.
• Quarterly damp wiping of furniture fronts and frameworks (up to 1.80 metres and if accessible).
• Quarterly dust wiping of skirting boards (as far as accessible).
• Monthly dust wiping of walls (above 1.80 metres).
• Removal of cobwebs as required.
• Kitchen Cleaning (Staff and Event Kitchens):
• Daily sweeping and wet-mopping of floors.
• Daily emptying of bins and replacement of bin liners.
• Daily cleaning of countertops and cupboards.
• Daily rinsing and stain removal from sinks and surrounding areas, and replenishment of washing liquid, dishcloths, and soap.
• Daily emptying and filling of dishwashers.
• Daily cleaning of kitchen equipment (microwave, kettle, coffee machines, etc.).
• Daily cleaning, disinfecting, and removal of finger marks and stains from door handles and light switches.
• Monthly polishing of tiles.
• Monthly emptying and cleaning of fridges.
• Quarterly damp wiping of furniture fronts and frameworks (up to 1.80 metres and if accessible).
• Quarterly dust wiping of skirting boards (as far as accessible).
• Monthly dust wiping of walls (above 1.80 metres).
• Washing of kitchen towels as required.
• Toilet and Shower Cleaning:
• Daily sweeping, wet-mopping with disinfectant, rinsing, and replenishment of janitorial and sanitary items (urinal cakes, toilet paper, air deodorants, paper towels, soap, disinfectants).
• Daily rinsing and stain removal from wash basins, urinals, and toilet bowls using appropriate cleaning materials.
• Daily washing, rinsing, and disinfecting of toilet seats.
• Weekly rinsing and stain removal from showers.
• Daily cleaning of mirrors to a streak-free condition.
• Monthly damp wiping of walls/tiles (as required).
• Daily cleaning, disinfecting, and removal of finger marks and stains from door handles and light switches.
• Daily emptying of bins and replacement of bin liners.
• Weekly dust wiping of wall-mounted lights.
• Quarterly damp wiping of furniture fronts and frameworks (up to 1.80 metres and as far as accessible).
• Quarterly dust wiping of skirting boards (as far as accessible).
• Monthly dust wiping of walls (above 1.80 metres).
• Removal of cobwebs as required.
• Window Cleaning:
• Internal and external window cleaning once per annum on request, during normal working hours (Monday to Friday, 09:30 – 17:30).
• Public counter window cleaning inside and out to remove streaks and polish, twice weekly.
• Additional Duties:
• Providing cleaning supplies of an agreed quality, managing and stocking these supplies.
• Washing kitchen towels on a regular basis.
• Providing particular care in cleaning frequently-used touch points.
• Performing extra sanitising and disinfecting in cases of increased infection risk.
• Ensuring areas are left clean and arranged neatly, especially before and after meetings/visitors.
• Changing calendars on a monthly basis.
• Reporting cleaning product/shopping needs and maintenance requirements to local staff.
• Maintaining cleaning equipment and storage areas in a clean and safe condition.
• Storing materials and machinery free from fire hazards.
• Ensuring lids and caps are kept securely on all clearly marked containers.
• Operating an environmental policy to minimise environmental impact, complying with relevant regulations, and using environmentally-friendly products where practicable.
• Complying with the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003 (TUPE).

The Embassy reserves the right to modify requirements, including reducing or increasing services, during the contract term.

3. Background & buyer context

This procurement is for general office and window cleaning services for the Embassy of Ireland in Berlin. The requirement arises from the need to maintain the operational standards and presentation of the Embassy premises. The current contract is ending, necessitating a new procurement process. The services are to be provided at the Embassy's offices located on the 2nd floor of the Mendelssohn-Remise. The contract is expected to commence in November 2026 and has a potential duration of up to four years, subject to satisfactory performance and the Embassy's needs.

4. Eligibility & selection criteria

Bidders must meet the following mandatory qualification criteria to be considered for evaluation:

• Track Record and Experience: Provide details of previous experience delivering cleaning services to clients of a similar nature and scale. Include two references, which the Embassy may contact.
• Legal Compliance (Germany): Declare compliance with all German legislation and regulations regarding health and safety at work. Confirm that the labour inspectorate has not identified any breaches.
• Insurance: Provide evidence of appropriate levels of employer's liability and public liability insurance. This must be a letter from the insurer or broker confirming that policies apply to all staff and services on Embassy premises, specifically covering general office and internal/external window cleaning.
• Staff Security: Provide a police certificate of good conduct confirming security clearance for all staff.
• Declarations: Submit a completed Declaration of Bona Fides (Appendix III) accepting the tender process and contract terms. Submit a completed Personal Situation Declaration Form (Appendix IV).
• Financial Standing: The Embassy may conduct checks with commercial rating agencies to confirm the financial standing of the successful tenderer prior to contract award.

Tenderers failing to provide this information may be rejected without evaluation.

5. Award criteria & scoring

Tenders will be evaluated initially for responsiveness and qualification criteria. Qualifying tenders will then be assessed based on the most economically advantageous tender (MEAT) principle, with the following weighting:

Award Criteria Weight (%) Sub-Criteria