Compliance requirements
The bidder must confirm that none of the mandatory exclusion grounds applies to the bidder or to its relevant management, supervisory or representative persons. These grounds include convictions for participation in a criminal organisation, breach of duty of integrity, corruption, fraud, terrorism-related offences, money laundering or terrorist financing; convictions for enabling illegal employment or employment of foreign nationals in breach of Estonian requirements, including payment below the statutory wage rate; convictions relating to illegal child labour or human trafficking; outstanding national taxes, duties or environmental charges, or unpaid taxes or social-security contributions under the law of the bidder’s country; and circumstances in which awarding the contract would breach an international or Estonian government sanction.
Participation is restricted to undertakings established in Estonia, another EU Member State, an EEA contracting state or a WTO Government Procurement Agreement country. Undertakings established in the Russian Federation or Belarus may not participate.
The bidder must also confirm that it will not use subcontractors or suppliers for more than 10% of the contract value where they are Russian citizens, residents or entities established in Russia, entities more than 50% directly or indirectly owned by such persons or entities, or representatives or instructed persons of such entities. A tender that would result in a contract void under the applicable sanctions legislation will be rejected. The bidder must also confirm that any offered goods are not subject to international sanctions and do not originate from sanctioned regions.
Qualification criteria and exclusion grounds
The requirements apply to lots 1–3 unless stated otherwise.
- For each site or lot, the bidder must appoint a separate site supervisor. The same person may cover several geographically nearby sites if they are operationally available to the contracting authority when needed. The supervisor must have experience in similar housekeeping services and at least level 5 vocational qualification as a cleaning supervisor, or an equivalent qualification. The bid must include an extract from the supervisor’s CV describing the relevant experience and a copy of the qualification certificate or equivalent evidence.
- The team must include a service manager or supervisor competent to carry out quality inspections under EVS 914 / INSTA 800, with at least knowledge level 3 or equivalent competence. The bidder must submit the relevant certificate or equivalent evidence, or confirm that the certificate will be obtained no later than three months after contract signature and submitted to the contracting authority.
- During the 36 months preceding publication of the procurement, the bidder must have performed or be performing at least one contract similar to the subject matter, namely indoor and outdoor cleaning services. The combined value of the reference contracts must be at least equal to the total tender price for the lots bid for. Depending on the lot, the references must include indoor cleaning, outdoor cleaning, or both. At least one reference contract must have involved the use of cleaning agents bearing the EU Ecolabel for hard-surface cleaning products or another officially recognised Type I ecolabel under EN ISO 14024. The reference list must state the contract period, value, client contact person’s telephone number and email address, the type of service, and which contract used the ecolabelled cleaning agents.
- The successful bidder for lots 1–3 must maintain professional liability insurance during the contract period with coverage of at least three times the one-month cost shown for the awarded lot in the price breakdown table. The bidder must submit a copy of the insurance policy or confirm that a compliant policy will be taken out and its copy submitted within two weeks after the contract enters into force.
- The bidder must hold a valid EKKL property-maintenance certificate, class *** or higher, or a comprehensive maintenance-service certificate, class *** or higher. Alternatively, the bidder must hold a valid ISO 9001 quality-management certificate covering property, buildings and structures maintenance, including maintenance and repair works, or equivalent certification or competence, and submit a copy of the certificate.
- The bidder must complete the applicable lot-specific work-volume and price-breakdown table and transfer the resulting total cost to the tender price form. Conditional tenders are not permitted. The bid must comply with the procurement documents; any claimed equivalence must be explained and supported by evidence.
- Before service commencement, the bidder must train the service personnel on environmental impacts, including correct dilution and dosing of cleaning agents, wastewater disposal and waste separation, and must later provide evidence of the training. During contract performance, the bidder must monitor the relevant environmental indicators at least once during a full working day every four months and record cleaning-agent quantities and ecolabel information, dilution levels, cleaning equipment and reusability, water use and disposal location, and solid-waste quantities and separation. ISO 14001, EMAS or a qualifying ecolabel may be used as an alternative to the specified monitoring procedure, subject to submission of the relevant certificate.
- The bidder must provide lists and evidence for the cleaning agents, hand soaps and tissue products to be used. Cleaning agents must meet the EU Ecolabel criteria for hard-surface cleaning products concerning aquatic toxicity and prohibited or restricted substances. Hand soap must meet the applicable EU Ecolabel requirements for rinse-off cosmetic products. Tissue products must meet EN ISO 14024 Type I ecolabel requirements or an equivalent European standard. Ecolabel certificates or, where no ecolabel exists, conformity audits by a conformity-assessment body or impartial auditor must be submitted as applicable.