Compliance requirements
The bidder must declare whether it or its relevant representatives have, within the past five years or while an exclusion period remains in force, been convicted of participation in a criminal organisation, corruption, fraud, terrorist offences, money laundering or terrorist financing, child labour or human trafficking. The declaration also covers enabling the employment of a foreign national staying in Estonia without a lawful basis.
Exclusion may apply for unpaid taxes or social security contributions; breaches of environmental, social or labour-law obligations; bankruptcy, insolvency, liquidation, an arrangement with creditors, court or liquidator administration of assets, suspended business activity or a comparable situation; serious professional misconduct; agreements or conduct distorting competition; an unmanageable conflict of interest; involvement in preparing the procurement where this creates an unremediable competitive advantage; or serious or repeated failures under an earlier public contract resulting in early termination, damages or comparable sanctions.
Grounds also include submitting false information, withholding required information or documents, failing to provide requested supplementary documents, improperly seeking confidential information or otherwise attempting to influence the contracting authority’s decisions. Other national grounds include conviction for tax offences, being subject to an international sanction, or being ineligible to submit a bid under a restriction based on the bidder’s place of establishment. Tax debts below EUR 100, excluding interest not established by an administrative act, or debts whose payment has been deferred are addressed in the notice’s clarification. Where legally available, the bidder may provide evidence of measures taken to restore its reliability.
Qualification criteria and exclusion grounds
The bidder must have completed cleaning-service contracts during the 36 months preceding the start of the procurement, with a combined value of at least EUR 40,000 excluding VAT. At least one contract must be described, including the service, value, period and the other contracting party’s details.
The bidder must have a permanent office or representative in Kuressaare to handle matters relating to the conclusion, performance and amendment of the contract, and must provide that representative’s name, address, telephone number and email address. Joint bidders must appoint an authorised representative and include the power of attorney (Form 1).
The bid must comply with the procurement documents, conditional bids are not permitted, and the price must be entered in the prescribed structure. The bidder must provide Form 2 listing the cleaning products and supplies to be used or delivered. Cleaning agents for hard surfaces must meet EU Ecolabel criteria 1 and 4; hand soap must meet the EU Ecolabel requirements for rinse-off cosmetic products under Decision 2014/893/EU or 2021/1870; and tissue-paper products must meet EN ISO 14024 Type I ecolabel requirements or an equivalent European standard. The bidder must provide the relevant ecolabel certificates or, where a product has no ecolabel, a conformity audit by a conformity assessment body or independent auditor.
Before the service begins, the bidder must train the staff who will provide it on environmental impacts, including correct dilution and dosing of cleaning agents, wastewater disposal and waste separation, and provide evidence recording the date, trainer, participants and topics. During the contract, the bidder must establish a monitoring procedure and conduct monitoring for at least one full working day at least every four months. Records must cover cleaning-agent quantities, ecolabel status and dilution, cleaning equipment and reusability, water use and disposal, and solid waste quantities and separation. The bidder must take measures to minimise environmental impacts, including following product instructions, using ecolabelled products where possible, minimising single-use supplies, optimising water use, reducing solid waste and separating waste. These monitoring and procedure requirements do not apply if the bidder holds an ISO 14001-certified or EMAS-registered environmental management system, or an ecolabel for indoor cleaning services that includes reporting and environmental impact reduction; evidence of the applicable certification, registration or ecolabel must be provided.
The bidder must identify and justify any trade secrets in the bid; price and other specified evaluation-related figures may not be classified as trade secrets. Where an equivalent product or solution is offered, the bidder must explain and substantiate its equivalence. The bidder must also confirm that supplied goods are not subject to international sanctions and do not originate from sanctioned regions. The provided documents do not specify award-scoring details.