Our recommendations for putting together a tender file for cleaning services

The call for tenders is one of the most precise procedures provides for in the public procurement code. Its various stages are relatively strict as this procedure is highly rigorous. 

In order to tender for the cleaning of offices, head offices and multi-site facilities, it is important to gather a certain amount of key information that will enable Cleaning Companies to efficiently address the client's needs. Bids in tendering will then be impartially assessed and compared with each other.

Among the elements to provide is first of all general information set out below:

This includes, first of all, the following general information:

• Consultation rules: the deadlines to be met (submission of tenders, presentation, mandatory visits, etc.)

• The scope of the tender: this refers to the sites and premises to be considered in the bidding process

• A DPGF and a simplified BPU: the breakdown of the overall and fixed prices (DPGF in French) provides the budgetary details of the service to be performed. These financial packages are defined by the quantities and elements to be quoted by the companies. The BPU (unit price schedule) indicates the unit cost of an additional service to be provided.

• Detailed specifications: document detailing all the services to be quantified and quoted within the framework of the consultation. It includes a frequency table, a nomenclature and a typology of premises.

• Surface area according to the typology of premises: specify which means are needed to access hard-to-reach windows (industrial mountaineers, window cleaning lifts, etc. as well as floor area)

• Building plans

• List of floor coverings to be cleaned

• Staff and trade union representatives (IRP in French)

• Information relating to the takeover of staff: refers to appendix 7, covering both conventional and non-conventional accrued social benefits

• Number of staff: resident + monthly visitor. Such data is essential to determine the number of dispensers needed and to calculate the cost of sanitary consumables.

• Dates for visits

• Addressing of a key issue that matters to the client

• Tender guidelines and form, respecting the limited number of pages

• Details of the days and times when our teams will be operating and identification of any constraints (e.g. cleaning of offices before 8am, etc.)

• Request for official documents: European Single Procurement Document (EPSD) or DC1/DC2 form for public contracts.

• The means: internet platforms. This concerns in particular the dematerialized response to calls for tenders for which it is preferable to transmit PDF files electronically. Tools: online platforms; mainly for digital tenders, for which it is preferable to send PDF files online.