Provision of cleaning services at UNU-WIDER premises (Long-term agreement)

Item Description:

The United Nations University World Institute for Development Economics Research (UNU-WIDER) provides economic analysis and policy advice with the aim of promoting sustainable and equitable development for all. The Institute began operations over 30 years ago in Helsinki, Finland, as the first research centre of the United Nations University. Today it is a unique blend of think tank, research institute, and UN agency – providing a range of services from policy advice to governments as well as freely available original research. UNU-WIDER’s offices are located in Katajanokka, Helsinki and provide workspace for approx. 80 personnel.

Purpose:

The purpose of this Request for EOI is to invite qualified firms to submit an Expression of Interest (EOI) to participate in an upcoming competitive bidding exercise (Request for Proposal) to provide general cleaning services at the UNU-WIDER premises in Helsinki, in accordance with the highest industry and environmentally conscious standards. A long-term agreement (LTA) will be signed initially for three (3) years, with an option to extend the contract with one (1) additional year.

Key requirement of services: Office Cleaning 

The cleaning and sanitation services shall cover, among other, all the occupied and unoccupied offices, conference rooms, lobbies, corridors, staff workstations, common areas, the inside and outside of all partitions, kitchen cabinets, refrigerators, ceilings, toilet facilities, lighting fixtures, furniture, office equipment, glass windows, blinds, carpet floorings, pantries, parking area, roof and all other areas within the scope of the premises and based on the cleaning schedule by room that UNU-WIDER will define.

Office cleaning will take place at regular hours during weekdays Monday to Friday, 5 days per week, between 7:30 pm to 7:30 am. Irregular cleaning times require advance approval by the UNU-WIDER cleaning supervisor. In addition to daily cleaning, there will be periodical cleaning tasks which will be performed on a weekly, monthly, or annual basis.

UNU-WIDER is seeking vendors that meet the following minimum criteria: 

1. The company must be officially registered entity in Finland as a cleaning services provider.
2. The company is located in the larger Helsinki area (Helsinki, Vantaa, Espoo)
3. The company must have at least 5 years of relevant experience in cleaning services for office environments
4. The cleaning company should have a system of clear standard operating procedures and working modalities, ideally integrated as part of the overall operations and maintenance plan.
5. The cleaning company should have in place a quality assurance methodology, where it monitors and measures the work, and reports the results to the client.
6. Ownership of the necessary equipment and stock of supplies to provide efficient and quality cleaning services – a list to be provided (cleaning products, tools, equipment and supplies to be used for the required services).
7. The company must employ a range of at least 10-20 experienced and skilled personnel possessing cleaning certificate issued by relevant authority and the ability to provide relievers (backups) at short notice, if needed.
8. The company must have the ability to provide new and current employees with initial, on-site, site-specific and annual in-service training and supervision
9. The company should have an effective system to communicate contractual progress with the client focal point/s and to notify any changes or issues in a timely manner.
10. Financially stable in order to purchase and to replace cleaning supplies and equipment as needed
11. The company must have a written corporate environmental policy.
12. Ability to use products that are environmentally friendly or employ green techniques in producing the materials, consistent with ISO 14001 (International organisation for standardisation), or equivalent.
13. The company must agree to adhere to the United Nations Supplier Code of Conduct. The provisions as set forth in this Code of Conduct provide the minimum standards expected of suppliers to the UN
14. Experience in servicing international and diplomatic organizations definitely an advantage, but not required.

Who can apply – What’s important to us 

Applicants must have the expertise, financial and staffing capability to provide the type of services described in the Key Requirements above. Applicants must be able to work collaboratively with the client focal point/s.

EOI-2019-01-CLEANING SERVICES_final .docx