Provision of Cleaning Services for the European Environment Agency (EEA)

• Comprehensive cleaning of the buildings occupied by the EEA, which consist of indoor areas including office spaces and common spaces, and outdoor areas including the main entrance to the premises, staircases and access to basement;
• Window cleaning (indoor and outdoor)
• Restocking of perishable sanitary materials
• Collection and transfer of waste to the recycling centre in the Agency’s courtyard
• Management of cleaning activities, notably quality control, HR planning, reporting, etc.

The required services shall ensure the achievement of the following objectives:

1. Maintain an optimal hygienic-sanitary level in the facilities subject to the services in order to ensure the maximum comfort and the best working conditions for the staff members and visitors of the Agency
2. Upkeep the aesthetic appearance of the areas of the premises subject to the services
3. Safeguard the integrity of the surfaces subject to the services.

Annex 3 provides a minimum service management programme which the future contractor will need to abide by, including a detailed list of the tasks related to the cleaning and waste collecting services, the frequency and the minimum requirements to be complied with for every service.

In addition, the service includes the obligation of results in order to carry out the scheduled operations in a satisfactory manner, as defined in annex 3. This implies that the contractor must adjust its personnel to the services management plan that is proposed and that must be approved by the EEA logistic services, in addition to considering the special, on-demand services requested by the EEA, and to provide documentation that such services have actually been executed as planned.

For each service, the future contractor must establish technical sheets providing details on the following:

• The techniques to be used,
• The human resources needed,
• The material resources used including chemicals and their data sheets, the equipment to be used (with indication of marks and models and technical data in terms of energy consumption (electricity, water, products, etc.)),
• Safety measures,
• Expected waste production and management.

Furthermore, the future contractor shall establish an incident management system for the purposes of monitoring and reporting on the performance of the services. The system should allow users to notify requests for intervention in case of breach of the minimum service level.

The technical sheets per service areas and the incident management system referred to above shall form the basis of the service management plan, which shall address the general method proposed for the provision of the services, the general organisation of human resources and management organigram, as well as the quality assurance and quality control measures in place to ensure delivery of high quality services at all time. The service management plan shall be submitted for the approval of the logistic services of the EEA within a maximum period of three months from the date of entry into force of the framework contract. It will be reviewed and updated periodically, notably in the light of the ongoing refurbishment work in the building in KN6 (see 1.3.1 of Annex I Tender Specifications), at least annually, and whenever audits of the services provided detect relevant deficiencies or breaches in the execution of the services.