i DISAPPROVED

. CALIDAz.-
OLICIT EI
TERMS OF REFERENCE I i-,' tr
I
I

FOR JANITORIAL SERVICES FOR THE YEAR'z

I. QuALrFrcATroNs oF THE CoNTRAcToR CoMPLTANT

Must be a duly licensed and registered Service

Contractor in accordance with Department Order No.
18-A, Series of 201 1 (D.O. No. 18-A-2011).

Must be duly registered with the Securities and

Exchange Commission (SEC), Department of Trade
and Industry (DTI), or Cooperative Development
Authoriry (CDA).
Must present a Client Satisfaction Rating from at least
three (3) government agencies or private corporations,
with whom the contractor has a past or ongoing I

contract.
Must be based in or around Metro Manila.

II. DurrEs AND REspoNsrBrlrrrEs oF THE CoNTRAcToR CoMPLTANT

Must submit a sworn statement that it is complying

with the Labor Laws and Other Social Legislation as
mandated by Section 25.2 Implementing Ruies and
Rezulations of R.A. No. 9184.
Must provide certihcations from the proper
government agencies that it is religiously paying the I

Social Security System, Pag-lbig Fund, and Philhealth

Insurance contributions as mandated by law, as well
as income taxes (if applicable) of the employee to be
ASST ned at the OSG
Must warrant that its employees are paid not less
than the minimum wa eas rovided for b law.
Upon request, must provide the OSG with documents
to verify the identity of the contractual employees
ASS ed to the remlses
Must provide the OSG's Chief Security Officer with a
complete and up-to-date list and photograph of its
contractual em 1o CCS ASS ed to the remises.
Must submit to the OSG within hve (5) days of every
month a statement signed by the Contractor's duly
authorized representative that it has paid aii wages,
salaries, compensation and other benefits of the
employees assigned to the OSG for services rendered
by them during the immediately preceding month,
,.rd th"t such payments were all in accordance with
the re uirements of 1aw;
Must submit to the OSG within the Iirst ten (1O) daYs
of every quarter a copy of its duly accomplished forms
signed by the authorized Contractor's signature of the
uarterl SSS remittance form to ether with the
 TERMS OF REFERENCE
FOR JANITORIAL SERVICES FOR THE YEAR 2OI7

I. QuALIFrcATroNs oF THE CoNTRAcToR CoMPLTANT

Must be a duly licensed and registered Servrce

Contractor in accordance with Department Order No.
18-A, Series of 2011 (D.O. No. 18-A-2O11).

Must be duly registered with the Securities and

Exchange Commission (SEC), Department of Trade
and Industry (DTI), or Cooperative Deveiopment
Authority {CDA).
Must present a Client Satisfaction Rating from at least
three (3) government agencies or private corporations,
with whom the contractor has a past or ongoing
contract.
Must be based in or around Metro Manila.

II. DurrEs AxD REspoNSrBrLrrrEs oF THE Contnecton CoMPLTANT

Must submit a sworn statement that it is complying

with the Labor Laws and Other Social Legislation as
mandated by Section 25.2 Implementing Rules and
Regulations of R.A. No. 9184.
Must provide certifications from the proper
government agencies that it is religiously paying the
Social Security System, Pag-lbig Fund, and Philhealth
Insurance contributions as mandated by law, as well
as income taxes (if applicable) of the employee to be
assigned at the OSG.
Must warrant that its employees are paid not less
than the minimum wage as provided for by law.
Upon request, must provide the OSG with documents
to verify the identity of the contractual employees
assigned to the premises.
Must provide the OSG's Chief Security Oflicer with a
complete and up-to-date list and photograph of its
contractual employees assigned to the premises.
Must submit to the OSG within five (5) days of every
month a statement signed by the Contractor's duly
authorized representative that it has paid all wages,
salaries, compensation and other beneltts of the
employees assigned to the OSG for services rendered
by them during the immediately preceding month,
and that such payments were all in accordance with
the requirements of law;
Must submit to the OSG within the flrst ten (10) days
of every quarter a copy of its duly accomplished forms
signed by the authorized Contractor's signature of the
quarterly SSS remittance form together with the
Terms of Reference
Janitorial Services 2017 2

corresponding check voucher.

The Contractor shall have direct supervision and
control over all contracted em lo ee.
As an employer, the Contractor shall have. the
exclusive and absolute right to suspend, lay-off,
terminate and/or impose disciplinary measures,
direct and control the services and determine the
wages, salaries and compensation of the employee
who shall be assi ed to the osc.
The Contractor shall assume full responsibility and
undertake to reimburse the OSG for any loss,
damage, or injury caused to the OSG or its'employees
properties or premises, arising from or occasioned by
the em lo ee's act or omission.
Th e Contractor shall take necessary precaution and
exercise due care and diligence in the performance of
its undertaking so as not to cause injury, damage or
loss to the persons and propert5r and shall at all times
save the OSG from any claim for damage arising
therefrom.
The Contractor shall provide cleanliness and
maintenance services to the OSG every day, for 8
hours a day, five (5) days a week, from Monday until
Saturd
The Contractor shall prepare the weekly schedule of
the janitors and ensure that each janitor shall only
workShoursada ,fived a s a week
The Contractor shall prepare the weekly schedule
which shali ensure the availability of a skeletal
cleanin workforce of at least 7 anitors on Saturda S.
The Contractor shall ensure the availability of a
replacement janitor in case of an unscheduled
absence of its janitor.
The Contractor must provide the employees assigned
to the OSG with proper uniforms. The Contractor
must ensure that all employees wear the prescribed
uniform a t all times while on duty.

III. BUDGET CoMPLTANT

Four Million Three Hundred Fifty Thousand Pesos

(P4,35O,O00.00) inciusive of all the government taxes
and charges, and the minimum ten percent ( 107o)
standard administrative fee.

lV. CoMPLEMENT CoMPLTANT

Eighteen (18) Janitors /Janitress

One (1) Working Supervisor
Terms of Reference
Janitdrial Services 2017 Pagt l3

V. HoURs oF woRK CoMPLTANT

The Contractor shall provide cleanliness and

maintenance services to the OSG every day, for 8
hours a day, hve (5) days a week, from Monday until
Saturday.
Each Janitor and the Supervisor shall only work 8
hours a day, 5 days a week. The Contractor shall be
responsible for preparing the weekly schedule of its
employees.

VI. QuALrFrcATror{s oF THE SupERvrsoR CoMPLIA T

Of good moral character and reputation, courteous,

alert and without any criminal or police record;
Physically and mentaily fit;
Between thirtv (3O) and forty frve (45) years of age;
Must possess at least a Vocational Diploma ora
Bachelor's/ College Degree;
At least three (3) years of relevant supervisory
experience.

VII. QUALIFICATIoNS oF THE JANIToRS/JANITRESSES CoMPLIANT

Of good moral character and reputation, courteous,

alert and without any criminal or police record;
Ph 1 and men fit
Between twenty-one (21) and forty (4O) years of age;
At least a high school graduate and with at least one
(1) year experience as a ianitor/ianitress.

VIII. ScoPE oF WoRK

A. DUTIES AND RESPONSIBILITIES OF THE SUPERVISOR

CoupuaIvt
Must submit to the Chief General Services Division
every first Monday of the month, a monthly Manpower
Deplovment Schedulel
Must ensure compliance of the Manpower Deployment
Schedule
Must submit to the Chief General Services Division a
projected monthly and semi-annual schedule of
general cleaning within Fifteen ( 15) days from
ASStlM tion of duties
Must scheduie work assignments, set priorities, and
direct the work of subordinate employees in
coordination with the Chief General Services Division
Evaluates and verilies em 1o ee rformance thro
Terms of Reference
Janitorial Services 2017 Page 4

the review of completed work assignments and work

techniques;
Shall submit to the Chief General Services Division a
performance evaluation of its janitorial staff every first
Monday of the month;
Ensures that proper labor relations and conditions of
employment are maintained;
Must ensure implementation, enforcement, and
compliance with the OSG rules and regulations
relative to the maintenance of cleanliness and
sanitation of ofhce premises;
Maintains records, prepares reports, and composes
correspondence relative to the work;
Must make rounds to check crew coverage in
designated work areas;
Must conduct inspections and investigations of
complaints;
Must conduct a daily inspection of the premises to
ensure clean and safe conditions;
Must inspect equipment for cleanliness and repair;
Must ensure delivery of the supplies needed by its
complement for the month and submit therewith a
list/inventory thereof to the Chief General Services
Division every first Monday of the month; I

Must determine, on a monthly basis, the materials,

supplies, and equipment needed;
Must submit every first Monday of the month to the
Chief General Services Division a report of the
supplies consumed during the previous month and an
inventory of the remaining supplies to be consumed
for the year;
Perform other services necessary or desirable for the
maintenance and enjoyment of the office premises
and minister to the personal comfort, convenience, or
safety of OSG officers, employees, and visitors.

B. BUILDINGHOUSEKEEPING

1. Darr,v JANIToRTAL AcrrvITIEs CoMPLIANT

Sweeping, damp mopping, scrubbing, and spray

buffing of all floors - including elevators - to maintain
luster and shine at all times;
Cleaning of interior glass panels and its appurtenant
steel or aluminum frames through scrubbing and
wiping by application of cleaning solutions to remove
dust soot and rlme;
Cleaning, dusting and damp wiping of office furniture,
fixtures and equipment and application of appropriate
furniture polish to maintain luster and shine at all
times;
Term\ of Reference
Janitorial Services 2O17 Page l5

Keeping stairways, fire exits, and entrances clean and

free of obstruction at all times;
Cleaning, sanitizing and disinfecting comfort room
urinals, iavatories, toilet bowls, and wash room
basins;
Checking and reloading if required of toilet paper,
liquid hand soap and other toilet supplies;
Cleaning of wastebaskets and vertical and horizontal
blinds;
Sweeping, vacuum cleaning, and stain spotting of
carpeted rooms;
Sweeping of driveways, dumpsite and surroundings;
Informing Building Administrator and/or the Chief
General Services Division, of any building defects
such as busted bulbs, leaking faucets/cracked wall
plaster, unsafe conditions and/or any unusual
activiw within the building and its surroundings;
Cleaning of kitchen, pantry and cabinets;
Washing of dishes, glasses and utensils;
occasional/ or as the need arise - washing of table
cloth, seat cover and other office fabric related
materials.
Movement of furniture, equipment, supplies, and
materials as may be necessary, and only upon the
instruction of the Chief General Services Division;
Collection and disposal of trash and other trash
materials to the garbage dump, compliant with RA No.
9003 (Ecological Solid Waste Management Act), City
Ordinances and MACEA (Makati Commercial Estate
Association, Inc.) rules and regulations ;
Perform such services usually necessary or desirable
for the maintenance and enjoyment of the office
premises and minister to the personal comfort,
convenience, or safety of OSG oflicers, employees, and
visitors.

2. WEEKLY JANTToRTAL AcrrvrrlDs CoMPLIANT

General cleaning, washing, scrubbing and polishing of

floors, hallways, comfort rooms and wash rooms,
interior glass panels, and baseboards;
General cleaning of wall partitions and other vertical
surfaces;
General cleaning of offices including dusting, spot
scrubbing, and damp wiping of office furniture,
fixtures and equipment and application of furniture
lish;
Sweeping and washing of driveways, dumpsite, and
surroundings.
Terms of ReJbrence
Janitbrial Services 2017 t'are l6

3. MoNTHLY JANIToRIAL ACTIVITIES CoMPLrArr

General Cleaning of Office Premises;

Cleaning and application of polishing solution to the
vertical f hortzontal wall, divider, and ledges of the
division;
General cleaning of wall partitions and other vertical
surfaces;
General Cleaning of OSG parapets;
General Cleaning of the OSG basement;
of offices including dusting
General cleaning and
damp wiping of office furniture, flxtures and
equipment and application of furniture polish;
General cleaning of surfaces, receptacles, corners, air
conditioning vents, and areas that are not ordinarily
cleaned during the daily and weekly services;
Cleaning and dusting of file rooms;
Cleaning and declogging of decks, gutters,
downspouts, storm drains;
General Cleaning of light diffusers and other
receptacles.

4. SEMI.ANNUAL JANIToRIAI ACTTVITIES CoMPLIANT

General cleaning, washing, scrubbing and polishing of

floors, hallways, comfort rooms and wash rooms,
interior glass panels, and baseboards;
Stripping and scrubbing of old coat wax, reapplication
of new coat and polishing;
Shampooing of carpets;
General cleaning of wall partitions and other vertical
surfaces;
General cleaning of offices including dusting and
damp wiping of office furniture, fixtures and
equipment and application of furniture polish;
General cleaning of exterior glass panels and its
appurtenant steel or aluminum frames;
General cleaning of surfaces, crevices, receptacles,
corners, air conditioning vents, and areas that are not
ordinarily cleaned during the daily and weekly
servlces
Cleaning and dusting of file rooms.

C. GROUND MAINTENANCE
CoMPLTANT
Trimming of grass and shrubs as necessary;
Watering of flowering plants, shrubs, and grass as
neces
Brin n out to sun tted lants as neces
A lication of fertilizers to lants as necessa
Sweeping of grounds and king areas of dust, litter,
Tertns of Reference
Janitorial Services 2017 Page l7

and other debris;

General cleaning and washing of parking areas of
accumulated dust and oil stain.

D. SPECIAL SERVICES
CoMPLIAIT
Keep watch and take action to prevent or mitigate
damage to the building and its facilities during
emergency situations such as typhoons, floods,
earthquakes, power failures and the fire incidents;
Report to the Chief General Services Division major
repairs or maintenance requirements of the building
civil, mechanical, electrical and plumbing facilities for
proper disposition as well as requirement for pest
control;
Assists in loading and unloading of cargoes or in the
hauling porting of furniture and things from one
division to another when necessary

CLEANING SUPPLIES, TOOLS AND EQUIPMENT

The Contractor must be equipped with the following equipment

Equlpment: Quantlty
Heaw Dutv Floor Polisher 16"o1 18" with Accessories 5
Wet and Dry Vacuum 3
Mop Squeezer w/ Bucket 7
Caution Sign with Accessories 9
Aluminum Ladder 8ft. 2
Hearl' Duty Extension Cord 3
Garden Hose 5/8"x50 1

High Pressure Portable Washer t

Marble Bufhng Equipment (Ree. Size) 2

The contractor must ensure that its complement shall always be

equipped with the foliowing tools:

Tools: Descrlptiou Quantity

Toilet Bowl Pump Standard SLe 18
Toilet Bowl Brush Plastic Handle Standard 72
Size
Steel Brush Standard Size 36
Soft Broom Standard SDe 76
Stick Broom Standard Size 36
Ceiling Broom Standard Size 18
Mop Handle Aluminum Handle 36
Mop Head Nvlon thread 72
Dustpan Plastic-Standard Size 36
Push Brush Standard Size 18
Spray Bottle 50Oml 76
Pail l0liters 18
Glass Squegee Large w/handle 18
Terms of Reference
Janitorial Services 2017 Page l8

Spatula Metal u,/ rubber handle 36

Feather Duster Standard Size 36
Hand Gloves Heaw Duty 36

The Contractor shall provide its janitors with the following

consumables and supplies.

Consumables: Descriptlon Quantity

Sponge Combination of Scrubbing pad 432 pcs
and foam - regular s2e
Round Cloth Rags Regular size 432 ks.
Flannel Rags Rectangular -12"x18" 72 pcs
All Purpose Cleaner 216 gallorl
Powder Soap 432 ke
Bleaching Solution / Disinfectant 108 gallon
Furniture Polish Elongated Shape-Canister 227 canister
330m1
Shine Furniture
Cabinets,Counter tops, Vinyl
& Leather
Fabric Conditioner Mystique Parfum Scent 12 gallon
Wax Stripper Hea\y-Duty Liquid FIoor 68pcs - w/ Net
Stripper Content: 5L
F1 Net Content: 5L
UN Classification: SKU:
516191 1
Complete Wax Irng-Lasting Durable Liquid 68 pcs - w/ Net
Floor Finish F2dz Content: 5L
Net Content:5L
SKU:5161831
Crystallizer Crystallizer 4pcs -
Net Wt. sl,it 5 Litre
HH950028
Magnesium Silicofl uoride
Dishwashing Liquid w/ Antibac 40ml !,728 pack
Garbage Bag Small 12,960 pcs
Garbage Bag X-Large 9504 pcs
Steel Wool l6qiant pads-20Ograms/ ream 24O reams
Toilet Bor,r.1 Clealer 38 gallon
Carpet Shampoo 13 gallon
Glass Cleaner 6 gallon
Deodorant Cake 50g - 99Y" Paradichloro- 1216 pcs
benzene
Metal Polish Regular Size 24 pcs
Disinfectant 12 gallon
Hand Pad Green scrubbing pad 216pcs
rectangular shape
Polishing Pad White 16" diameter Round 72pcs
Scrubbing Pad Green 16" 48pcs
Stripping Pad Black 1 6" 24pcs
Air freshener 432canister
Doormat Rectangular Shape Standard 448pcs
Size 2o"xl2"
Insecticide Regular Size 2l6canister
Hand Sanitizer Dispenser Rectangular Shape , Plastic, 38pcs
Wall Mounted, Size 8" x 20"

Hand Sanitizer Liquid clear gel with mild 38gal

scent, Net content: 4.OL/gal
Toilet Tissue Paper White color, unscented, 2ply 1,368rolls
 Te1ms of Reference
' J.anitorial Services 2017 I'age l9

VIII. OTHER MATTERS

A. Furnishing of Bond- The Contractor shall furnish the OSG with

a valid and sufficient Bond in accordance with the rules set
forth under Government Procurement Rerbrm Act (R.A. 9184)
and its implementing rules and regulations.

B. Wage Increase Should there be any wage increase in favor of

-
the assigned personnel subsequent to the execution of the
Contract pursuant to a Law, Executive Order, Decree or Wage
Order, the AGENCY is entitled to receive the same. The
AGENCY, however, must first inform the OSG in writing of the
wage increase to allow the latter to undertake the appropriate
measures to address the same before its implementation.

C. Dxtension Clause - Except to the extent as otherwise provided in

the Contract, and subject to the provisions of R.A. 9 184, the
parties shall extend the Contract on a week-to-week or month-
to-month basis under the same applicable terms and conditions
especially as to scope of services and quality of work, in the
event no new Contract is awarded after the expiration of the
present Contract. The extended term shall automatically
terminate upon effectivity of the new contract.

HER]VIAN R. CIMAFRANCA
Assistant Solicitor General
TWG - Chairperson

Members:

. JACOB
l/ S olicitor

olici

PH L. VE,ZA
As te Solicito r

B G
A SSOClA te tor
Terms of Reference
Janitorial Services 2017 eage 110

_.---
A.
SOC 1a r
\,
lnffi
tttwvtt\
MARIA UI DO D. MAURICIO
Atto II

ERIK DY
Attorney

FERNANDO M. GATDULA, JR.

Administrative Oflicer V

RUBBY JEAN S. EVANGELISTA

Administrative Assistant II