Attention: Tender Janitorial Services
Date Issued: 10th March 2025
Proposal Submission Deadline: March 28, 2025, at 4:00 PM
Contact Information:
James Felix
Email: james.felix@nationaltrust.tt
Mailing Address: National Trust Head Office, 23 Maraval Road, St Clair

Introduction
The National Trust of Trinidad and Tobago (NTTT) is inviting proposals from qualified service providers for janitorial services to maintain one of our historical monuments and sites and accompanying Administrative Office. The Mille Fleurs Heritage House and accompanying MEWS Building are located on the Queens Park Savannah at 23 Maraval Road St. Clair. Candidates must ideally demonstrate experience in maintaining historical sites and provide references or testimonials from previous clients.

Scope of Services
The following services are required for the areas outlined:

 

1. General Maintenance

Administrative Office (MEWS Building) and Mille Fleurs

• Daily sweeping and mopping of all floor surfaces (wood and tiled).

• Daily sanitizing of all tables, desk surfaces, workstations, door frames, and handles.

• Daily emptying of all waste baskets.

 

2. Washroom Facilities

Heritage house Washrooms

• Daily sweeping and mopping of all floor surfaces.

• Daily cleaning of toilet bowls and partition / walls, vanity sinks, and counters.

• Daily emptying of waste baskets.

• Replenish soaps, tissues, and hand towels.

Mews Washrooms

• Daily sweeping and mopping of all floor surfaces.

• Daily cleaning of toilet and vanity sinks, mirrors, and counters.

• Daily emptying and sanitization of waste baskets.

 

3. Kitchen and Tea stations

• Daily sweeping and mopping of all floor surfaces.

• Daily cleaning of kitchen sinks and counters.

• Daily emptying of waste baskets.

• Daily Washing any soiled cutlery, crockery and glasses

• Daily Washing and replacing glasses and cups

• Daily Removal of waste and Resupply beverage stations

 

4. Steps and Patio

• Daily sweeping and mopping of floor surfaces of entrance and exit staircases.

• Daily dusting and cleaning of all floor mats.

 

5. Weekly Maintenance

Offices and Rooms (Mille Fleurs and MEWS Building)

• Weekly cleaning of door edges, ledges, wall edges, and cobweb removal.

• Weekly cleaning of windowpanes and frames.

Kitchen

• Weekly cleaning of door edges, ledges, wall edges, cabinetry, and cobweb removal.

• Cleaning of refrigerators and microwaves.

Toilets

• Weekly cleaning of door edges, ledges, wall edges, windows, and cobweb removal.

• Shower Stall

• Weekly cleaning of the shower stall.

 

6. Security Booth

• Weekly Maintenance of flooring, workstation areas, and windows.

 

7. Monthly Scope

• Fumigation and sanitation of office spaces.

• Cleaning of access windows.

• Monthly deep cleaning of area floors and accessible windows (offices, rooms, kitchen, bathrooms, washrooms, steps, and patios).

8. Events and Special requests

The NTTT occasionally hosts public events and offers venue rental services for private and corporate clients. These events may vary in scale and purpose, requiring comprehensive facility management to ensure a seamless and pleasant experience for all attendees. These events will require services such as maintaining washrooms, cleaning flooring and disposal of refuse in designated area.

 

Proposal Requirements

Service providers are requested to submit a detailed proposal that includes the following:

1. Company Profile

• Overview of the company, including experience with historical monuments and sites.

2. Service Breakdown

• Detailed description of services to be provided, including frequency and methods.

3. Cost Structure

• Itemized pricing for each service area and any additional charges.

4. References/Testimonial

• At least three references from previous clients, particularly those involving historical site maintenance.

5. Compliance and Certifications

• Any relevant certifications, registration documents, VAT number or compliance with health and safety regulations.

6. Janitorial Services Evaluation Rubric

 

1. General Cleanliness (10 Points)

• Spotless, no dirt or clutter in all areas.

• Mostly clean, minor areas needing attention.

• Some areas require improvement, occasional oversight.

• Multiple unclean areas, visible neglect.

• Poor hygiene, visible dirt, stains, or odors.

2. Workforce Competency & Training (10 Points)

• Staff highly trained, certified, and professional.

• Well-trained staff with minor gaps.

• Basic training provided some inconsistencies.

• Limited training, noticeable inefficiencies.

• Untrained staff, poor service quality.

3. Equipment & Supplies (10 Points)

• Uses high-quality, well-maintained equipment and eco-friendly products.

• Good equipment, some minor issues.

• Standard equipment, occasional maintenance needed.

• Outdated equipment, inconsistent supply of materials.

• Poor equipment condition, insufficient supplies.

4. Adherence to Schedule (10 Points)

• Always on time, no disruptions in service.

• Mostly adheres to schedule, minor delays.

• Some scheduling inconsistencies.

• Frequent delays, noticeable lapses.

• Unreliable service missed schedules.

5. Health & Safety Compliance (10 Points)

• Fully compliant with safety regulations, PPE always used.

• Mostly compliant, minor safety concerns.

• Some lapses in safety measures.

• Multiple safety violations.

• High-risk practices, non-compliant.

6. Customer Service & Responsiveness (10 Points)

• Excellent communication, quick issue resolution.

• Good responsiveness, minor delays in addressing concerns.

• Adequate service, some improvement needed.

• Slow response, frequent follow-ups needed.

• Poor communication, unresponsive.

7. Waste Management & Disposal (10 Points)

• Efficient waste disposal adheres to environmental regulations.

• Good waste management, minor inefficiencies.

• Standard disposal practices, occasional lapses.

• Poor waste management, visible trash buildup.

• Improper disposal, environmental violations.

8. Restroom & Common Area Maintenance (10 Points)

• Always clean, well-stocked, odor-free.

• Mostly clean, minor restocking needed.

• Some areas neglected, occasional odors.

• Poor maintenance, multiple complaints.

• Dirty, unhygienic, major complaints.

9. Attention to Detail (10 Points)

• High standards, no overlooked areas.

• Mostly thorough, minor areas missed.

• Some inconsistencies, periodic quality checks needed.

• Noticeable gaps in cleaning quality.

• Major neglect, poor service delivery.

10. Cost Efficiency & Value (10 Points)

• Competitive pricing with excellent service quality.

• Good value for money, minor inefficiencies.

• Fair pricing, room for improvement.

• High costs for below-average service.

• Poor value, excessive costs for substandard work.

11. References & Experience with Historical Buildings (10 Points)

• Strong references, extensive experience in maintaining historical buildings.

• Good references, some experience with historical buildings.

• Adequate references, limited experience with historical properties.

• Few references, little to no experience with historical buildings.

• No references, no experience with historical buildings.

Total Score: 110

 

Evaluation Process:

Each bidder will be scored based on the above criteria. A minimum qualifying score of 60% is required to be considered for the contract. Bidders with the highest scores will proceed to the next stage of the selection process.

Site Visits

Interested candidates are encouraged to schedule a site visit to better understand the scope of work. Please email James Felix at james.felix@nationaltrust.tt to arrange a visit or to address any questions or concerns.

Submission Guidelines

All proposals must be received by the deadline of 28th March 2025, at 4:00 PM. Proposals may be submitted via email to james.felix@nationaltrust.tt or mailed to the address provided above.

We look forward to your submissions and thank you for your interest in partnering with the National Trust of Trinidad and Tobago.

End of RFP