TOR: AITOFAM/002-2022
TERMS OF REFERENCE (TOR)
JANITORIAL SERVICE CONTRACT
FOR ASIAN INSTITUTE OF TECHNOLOGY
Proposal submission deadline date: 31 October 2022
Announcement date: 7 October 2022
TABLE OF CONTENTS
1. Background
2. Definition
3. Objectives
4. Scope and description of service
5. Areas under the scope of services
6. Staff requirement and work schedule
7. Service Company qualifications
8. Contract duration
9. Site visit
10. Proposals
11. Format of a proposal
12. AIT’s rights in respect of a proposal
13. Governing Law
14. AIT map
1.
Background
1.1. The Asian Institute of Technology (“AIT”) promotes technological change and sustainable development in the Asian-Pacific region through higher education, research, and outreach. The present campus was established in 1973.
1.2. AIT is recognized for its multinational, multicultural ethos. AIT operates as a self- contained international community with academic buildings, laboratories, and accommodation units for staff and students on its campus covering an area of 832 Rai (refer to section 14 for AIT Map).
2. Definitions
2.1. In these terms of reference, the following words, phrases or abbreviations shall have the following meanings:
AIT the Asian Institute of Technology;
OFAM Office of Facilities and Assets Management, the administrative unit of AIT for managing all assets and facilities of AIT and for coordinating and supervising all subcontract work commissioned by AIT;
Proposal a proposal submitted by a Service Company pursuant to these TOR
Service Company a company which complies with the requirements of these TOR and which participates in or indicates its intention to participate in the bidding process for the Janitorial Service Contract at the Site;
Site the site is situated 42 kilometers north of Bangkok, Phaholyothin Highway, Pathumthani Province, Thailand; and
TOR these Terms of Reference.
3. Objectives
3.1. The objectives of this procurement are:
a. to achieve an agreement for Janitorial services with high standards of performance, particularly in terms of quality, the certainty and reliability of delivery, and consistent provision of regular reports; and
b. to provide Janitorial services in accordance with recognized professional requirements, at the office buildings, academic buildings, residential buildings, and other concessionaires.
c. to provide Garbage Collection services in both residential and academic areas throughout the campus.
4. Scope and description of service
The following is a general description of the required services at all the buildings and within the campus. The successful Service Company has to acknowledge that the description below is non-exhaustive and may expand or decrease from time to time leading to added responsibilities and improved services to ensure the hygiene and cleanliness of the overall Site.
4.1. Public internal areas
A. Daily
a. clean all ground floor and glass area entrances
b. clean all mirrors, internal glass and frames
c. check and clean all staircases
d. check and clean exterior pavement and surrounding areas
e. sweep, mop, and machine/manually wash all floors
f. clean and shampoo all carpeted floors
g. spray and buff all areas
h. dust the fire extinguishers
i. polish all stainless steel surfaces
j. dust and clean all the directories, information signs and all other easily accessible signage, and remove cobwebs
k. keep the glass doors of the entrances/exits clean at all times
l. remove all fingerprints from doors, walls, glass windows, and stainless steel
m. in bathrooms, wash toilets and keep clean at all times, remove garbage and clean containers, and replenish toilet rolls, soap, and all such disposable items
n. sweep the staircase, walkways, and all the interior passages
o. Sanitize/wipe all the door knobs, other surfaces every few hours
p. collect all trash segregated and transfer to the sub main garbage collection point as wet waste (green bin), dry waste(yellow bin) and non bio degradable waste(blue bin).
q. the trash collection model may be revised as needed and trash has to be collected as per the finalized segregation model.
B. Weekly
a. vacuum and shampoo all carpeted floors
b. detailed cleaning of public areas, using liquid chemicals
c. detailed cleaning of all interior glass windows and frames in public areas
C. Every three months
a. clean exterior electrical lamps
b. detailed cleaning of the exterior air grilles
c. scrub floors
d. detailed cleaning of main garbage collection point
4.2. Public external areas
A. Daily
a. empty and clean all waste receptacles
b. empty and clean all the ashtrays near the assigned smoking areas
c. sweep and clean all the floors and corridors
d. mop and machine/manually wash all the floors
e. polish all stainless surfaces
f. dust and clean all the direction and information signs
g. dust the fire extinguishers
h. Sanitize/wipe all the ATM surface other surfaces every few hours
B. Twice a day
a. collect all the segregated trash from garbage bins and replace the garbage covers with black cover (green bin) for wet waste, green cover(yellow bin) for dry waste, blue cover(blue bin) for other waste.
b. Weigh the collected waste as dry waste and wet waste and maintain the data
c. collect all garbage and transfer to the main garbage collection point
C. Every six months
a. deep clean floors
b. clean walls of the building
4.3. Public toilet and sanitary areas
A. Daily
a. empty and clean all waste receptacles
b. clean taps, and all stainless steel and metal equipment, and shine mirrors
c. clean outer body of electrical appliances
d. clean all toilet and sanitary accessories with disinfectant
e. clean all wash basins, urinals, and toilets with disinfectant
f. mop all floors with disinfectant, and clean all fingerprints off entrance doors and walls
g. clean stains on the walls and remove cobwebs
h. refill hand soaps and tissues
i. inform the call center of the need for any repairs or pest control
4.4. Office areas
A. Daily
a. empty and clean all waste receptacles, and change the garbage bags.
b. collect all trash segregated and transfer to the sub main garbage collection point as wet waste (green bin), dry waste(yellow bin) and non bio degradable waste(blue bin).
c. wipe and clean the desks, armchairs, and chairs
d. wipe and clean telephone with suitable chemical
e. dust and clean shelves and cabinets.
f. maintain cleanliness of the glass doors and partitions
g. remove all fingerprints from doors, walls, glass windows, and stainless steel
h. perform high dusting of walls
i. sweep and mop all the floors
B. Weekly
a. wipe and clean the desks, armchairs, and chairs, with chemicals
b. wipe and clean telephone with disinfectant
c. empty and wash all the waste receptacles
d. dust and clean shelves and cabinets
e. remove cobwebs
f. clean inside windows
g. clean and vacuum all carpeted offices
h. inform the call center of the need for any repairs or pest control
4.5. Campus residential areas***
A. Daily
a. Sweep staircases, walkways, and all exterior, interior passages, and around buildings
B. Every four months(deep cleaning service)**
a. wipe and clean the furniture
b. sweep and mop the floor
c. empty the garbage bins in the unit and replace garbage bin covers
d. change the bed sheets, pillowcases and towels in student dorms
e. wash the toilets, bathrooms, and replenish toilet rolls
f. clean gas range, kitchen cabinet, refrigerator, and other areas
g. sweep and mop balcony, staircase and all the interior passages inside the unit
h. clean the gas stove, refrigerator exterior, electrical fan
i. replace all items in their original place, after cleaning
j. wash wire mesh of windows and doors (to be removed and reinstalled)
k. clean all interior glass louvers, windows, and frames
l. wash/polish the floor and remove cobwebs
m. as part of deep cleaning services curtain in each unit has to be cleaned once a year with no extra charge.
C. Cleaning/deep cleaning on request with charges*
a. clean all areas in section 4.5B.a-i above
b. deep clean all areas in section 4.5B.a-l above, as well as all areas that are not usually reached during rugular cleaning
D. Cleaning service at ST11 and ST2 temporary accommodation units*
a. Cleaning and deep cleaning services has to be provide on case by case, as need in coordination with accommodation office and cleaning service cost is charged to the tenant.
* Cleaning could be requested by the tenants through callcenter and the cost for cleaning and deep cleaning varies based on the size of the unit. Service Company is responsible to assign cleaning staff, coordinate the schedule, invoice, and process payment receipt to their respective account within a day.
**No more weekly cleaning is provided by the institute as before, but deep cleaning has to be done in all accommodation units once every four months.
*** number of staff to be assigned in the residential area should be proportional to the scope of work assigned.
4.6. Other service requirements
a. remove curtains, upon request, for cleaning (to be replaced as per original location) where charges are applicable to the tenant*
b. deep clean the unit, and wash the curtains, immediately after the tenant moves out
c. any additional services as may be assigned by OFAM from time-to-time.
4.7. Fire escape stairs
A. Weekly
a. wash the fire escape stairs
b. dust the fire extinguisher
4.8. Garbage collection/removal
A. Garbage collection procedure
a. once per day (1 time/day) from all office buildings, academic,
b. twice per day (2 times/day) from AIT cafeteria and SU snack bar, AITCC, arcade, kiosks, campus residential areas, student accommodation areas, and
from AITIS
c. collect all trash segregated and transfer to the sub main garbage collection point as wet waste (green bin), dry waste(yellow bin) and non bio degradable waste(blue bin).
d. collect litter (ex. plastic bags, bottles) if unattended at sports fields, gardens, and other locations within the campus
e. support the segregation of the garbage and as well as research activities, upon request/approval of OFAM
f. the trash collection model at the residential and academic area may be revised as needed and trash has to be collected as per the finalized segregation model.
g. the service company is responsible to keep the municipality informed about the segregated garbage and dispose of the segregated garbage from the campus to the municipality.
B. Garbage collection areas
Garbage must be collected from big bins at all the areas listed below and then be delivered to the main garbage collection station.
a. office buildings and academic buildings
b. employee accommodation buildings
c. student accommodation buildings
d. AIT clinic
e. AIT international school (AITIS)
f. Library
g. AIT Conference Center (AITCC), and its Annex
h. AIT Extension, AIT Solutions
i. Cafeteria, SU Snack Bar
j. Arcade, kiosks, concessionaires, coffee shops
k. Sports fields
4.9. Central garbage collection station
A. Daily
a. separately store collected dry, wet garbage and non biodegradable garbage (by color of garbage bag)
b. clean the garbage station and maintain clean surroundings
c. segregate recyclable waste such as bottles, cans, papers, etc.
B. Weekly
a. clean and wash the floor of the central garbage collection station, inside and outside
b. wash central garbage storage room walls
4.10. Extra occasional service requirements
a. provide support and accommodate staff of other Service Companies to perform their respective work, such as opening rooms, verifying the work, or keeping records, etc.
b. the Service Company must provide all the cleaning equipment, machinery and supplies needed for providing the service
c. the Service Company shall perform the duties under the supervision and control of OFAM supervisors as per the standards agreed
d. provision of other services, such as personal maid service, moving properties, handling other private matters during working hours, is prohibited unless it is approved by OFAM
e. collect the linen from the dorms from st11 and st2, maintain linen inventory, and coordinate the delivery and collection from the laundry Service Company
f. provide washing and ironing of curtains (is chargeable to tenant) if it is not part of the deep cleaning.
g. support accommodation to transfer, or replace furniture
h. report the need for replacement of amenities and other repairs at accommodation units observed, and inform the call center to create work request in the units.
5. Areas under the scope of services
The Service Company shall provide services in all areas listed below in section 5.1 and as described in more detail in section 5.2. Please refer to the AIT maps in Sections 14. A personal site visit is highly recommended for a more precise assessment.
5.1. Areas and proposed schedules
S.no. Area of Service Proposed schedule
1 Office and academic buildings daily once and as needed
2 AIT International School (AITIS) daily twice and as needed
3**** Student accommodation buildings and staff residential area once everyday for common area cleaning only and garbage collection
****propose the manpower requirement and cost variation accordingly in the proposal
5.2. Detailed areas description
The Janitorial services should be provided in all the area each building listed below and the Service Company shall also clean the exterior common spaces and 1 m - 2 m surrounding the building walls in offices, academic buildings and residential area.
A. Office and academic buildings
B. AIT International School (AITIS)
*excludes watering and maintenance of interior plants
b. Employee residential buildings*
7.
8.
9. All public toilets
6. Staff requirement and work schedule
6.1. Work schedule and staff requirement for each area in the campus
The total manpower required and the areas where the services are to be provided are categorized as follows:
a. staff for on-site administration (site manager and admin staff)
b. enough staff for providing janitorial services
Note : Currently we have 2 admin staff, 4 supervisors and 54 janitorial staff.
A. Office and Academic buildings
a. working hours: Monday – Saturday, 07.00 – 16.00 hrs.
b. holidays Sunday, and government / institute recognized
c. number of supervisor 1 person
d. number of staff as needed
e. Daily cleaning, garbage disposal, deep cleaning once every six months
B. Employee accommodation buildings (see *** under 4.5.C above)
a. working hours: Monday – Saturday, 07.00 – 16.00 hrs.
b. holidays Sunday and government / institute recognized
c. number of supervisor 1 person
d. number of staff as needed
e. All employee accommodation special deep cleaning is provided once every 4 months and curtain cleaning one a year. Daily common area cleaning in garbage collection.
C. Student accommodation buldings (see *** under 4.5.C above)
a. working hours: Monday – Saturday, 07.00 – 16.00 hrs.
b. holidays Sunday and government / institute recognized
c. number of supervisor 1 person
d. number of staff as needed
e. All student accommodation special deep cleaning is provided once every 4 months and curtain cleaning one a year. Daily common area cleaning in garbage collection.
D. AIT Arcade, Arcade toilets, Clinic, swimming pool toilet
a. working hours: Monday – Sunday, 07.00 – 16.00 hrs.
b. holidays Sunday and government / institute recognized
c. number of staff 1 person
d. Should be cleaned daily twice a day and deep cleaning every 3 months
E. AIT international school (AITIS)
a. working hours: Monday – Sunday, 07.00 – 16.00 hrs.
b. holidays Sunday and government / institute recognized
c. number of staff 3 persons
d. Should be cleaned daily twice a day and deep cleaning every 3 months
F. Cafeteria
a. working hours Monday – Sunday, 06.00 – 22.00 hrs.
b. number of Staff 4 persons
c. frequency 2 shifts / day
d. Should be cleaned daily twice a day and deep cleaning every 3 months
G. SU snack bar
a. working hours Monday – Sunday, 06.00 – 22.00 hrs.
b. number of Staff 2 persons
c. frequency 2 shifts / day
d. Should be cleaned daily twice a day and deep cleaning every 3 months
H. Garbage collection at campus residential buildings
a. working hours Monday – Sunday, 07.00 – 16.00 hrs.
b. number of staff 2 persons
c. frequency twice a day
d. Segregated garbage must be collected atleast once daily and maintain the record of the amount of garbage collected per day
I. Other requirements
a. The Service Company must meet the key performance indicators (KPI) established to monitor the performance of the services provided
b. Access to the Facility Infrastructure Management System (FIMS) of AIT will be provided to manage the progress of work requests, and day-to-day activity reporting of all janitorial services
c. In order to meet the requirements of all services, the Service Company must provide an organization chart, and number of employees assigned under each area
d. The hiring of any new employees by the Service Company must be advised to OFAM at least one day in advance
e. The Service Company must note and advise its employees to strictly follow AIT rules and regulations, and be able to respond to any damage incurred by the Service Company employees
f. Uniforms, ID cards, and safety protection items must be provided by the Service Company to their employees
g. All employees of the Service Company must be working in accordance with the Service Company working hours and must be punctual.
h. The Service Company has to maintain the agreed number of employees on site per day, irrespective of their annual and sick leave policies.
i. services not described in the present TOR, if not prejudicial to those described, may be required over the longer term from the Service Company will be reviewed annually, subject to such a request being informed and agreed to by both parties and will be recorded in writing by both parties and will be added as part of the contract.
7. Service Company qualifications
7.1. In order to be eligible to participate in the bidding process, a Service Company must:
a. be a company registered in Thailand;
b. have no record of criminal offense or civil liability under Thai law;
c. have (and/or its key personnel must have) proven experience of a minimum of three years in janitorial services at large office premises, hotels and/or residential dwellings, supported by a proven ability to maintain the site clean and hygienic;
d. be thoroughly acquainted with the local market and suppliers in order to be able to quickly propose the most appropriate and high-quality solutions for necessary work, purchases, and services (ex. carpet cleaning), if needed;
e. be able to provide a site manager, who is able to communicate in English, both orally and in writing; and site supervisors, who are able to communicate orally in English;
f. not derive any benefit from the other Service Companies in the bidding process; and
g. have (and/or its key personnel must have had) contracts in place to the value of at least THB 5 Million in respect of each of the previous five accounting periods.
8. Contract duration
8.1. The contract in respect of the scope of work pursuant to these TOR shall commence on 1st January 2023 for a period of 3 years until 31st December 2025, unless terminated in accordance with applicable contract terms or laws.
8.2. Prior to commencement of the contract, i.e. from 2nd December 2022 the successful Service Company shall:
a. on or before 20 December 2022, establish standard work procedures and work orders for each obligation contained in the scope of work detailed in section 4 above; and
b. on or before 20 December 2022, liaise with OFAM to confirm the procedures and orders detailed in clause 8.2. a. above and to formulate the reporting procedures required by these TOR.
9. Site visit
9.1. Each Service Company is encouraged to visit and inspect the site in order to satisfy itself as to all matters relating to any proposal it may make including, but not limited to:
a. the nature and scope of the work;
b. the completeness of the Bill of Quantity (BOQ) in order to comply with the requirements set out in this TOR;
c. the means of access to the Site; and
d. any other issues which could influence or affect the completion of the work outlined in the TOR, within its proposed fee and within the proposed time frame.
10. Proposals
10.1. Upon receipt of these TOR, a Service Company must complete and return to AIT, within seven (7) working days, an acknowledgment stating its intention to submit a Proposal.
10.2. All Service Companies are required to study carefully the contents of these TOR and to obtain all information that they may require to enable them to submit a Proposal.
10.3. For any changes in the submitted Proposal, it is the sole responsibility of the Service Company to inform AIT before the due date and AIT shall have no liability in respect thereof if informed after the due date.
10.4. Should a Service Company find discrepancies in or omissions from the TOR or have any doubt as to the meaning or intent of any part hereof, the Service Company should immediately notify AIT in writing to the Office of Purchasing, Inventory, and Assets for the attention of: Ms.Sureeporn Worachum, Tel 02 524 5029 or sureeporn@ait.ac.th.
10.5. Any additional information or clarification shall be provided by AIT in writing to all the Service Companies and any documents thereby created shall be deemed part of these TOR. For the avoidance of doubt, only written communications may form part of these TOR.
10.6. In accordance with clause 10.3 above, a Service Company must promptly acknowledge in writing the receipt of any response from AIT, and shall confirm in its Proposal that the information contained in such response has been taken into consideration in preparing the Proposal.
10.7. Any and all costs incurred by a Service Company in preparing its Proposal shall be for the account of the Service Company and AIT shall be under no liability whatsoever for, or in respect to, the payment of any such costs and expenses.
10.8. The submission of a Proposal shall be deemed to be an acceptance of all the terms and conditions contained in these TOR.
10.9. A Proposal shall remain open for acceptance by AIT for an irrevocable period of ninety (90) days after the closing date as stipulated by AIT.
10.10. The successful Service Company shall commence work from 1st January 2023 and shall continue and complete all outstanding work of the outgoing subcontractor.
10.11. AIT shall not disclose or make available to any third party any Proposal which is unsuccessful.
11. Format of a proposal
11.1. All proposals must:
a. be in the English language;
b. set out in detail the cost breaks down (in reference to each point in Section 4 and 5);
c. include all costs relating to the lead-in period as set out in section 7;
d. Should have a cost breakdown in Thai Baht (THB), as the contract will be awarded in this currency;
e. Should contain details of qualifications of key staff who will be assigned manager and supervise the contract awarded under these TOR; in particular, Service Companies must provide details of the qualifications and relevant experience of all key site managers/supervisors, clearly demonstrating that they have relevant work experience.
11.2. The Service Company must also provide a sample document of the proposed contract, copy of certificate for work appreciation documents (if any), and list of customers, along with the bidding envelope to AIT.
12. AIT’s rights in respect of a proposal
12.1. AIT reserves the right to reject any Proposal.
12.2. AIT reserves the right to award the contract to other than the lowest-priced Proposal.
12.3. AIT reserves the right to award different parts of the Scope of Work to more than one Service Company.
12.4. AIT reserves the right to reject any Proposal which is incomplete, conditional, obscure, contains additions not called for, or which contains irregularities of any kind.
13. Governing Law
13.1. These TOR shall be governed by Thai law and shall be subject to the jurisdiction of the Thai courts.
14. AIT Maps
