Framework agreement for cleaning services at UP35

✓Such as: the contract runs four years from award, with the possibility for either party to terminate at the end of year 1, 2, or 3 with 90 days’ notice by registered letter, without compensation.

✓It is a price‑schedule contract where only unit prices are fixed; the annual total value is estimated for evaluation, but orders are placed via purchase orders during the term.

✓Award criteria and weighting are set out clearly.

✓Such as: the economically most advantageous tender is chosen based on (1) Price (60 %) and (2) Quality of service (40 %).

✓Price is evaluated on the basis of a single hourly rate (excl.

✓VAT) for all cleaning services; scores are calculated using the formula P = M × (1 − ((O − L)/L)), where M = 60 points, L = estimated annual total of the lowest offer, and O = estimated annual total of the offer assessed.

✓Quality of service (40 points) is assessed solely on information presented in a separate chapter “Kwaliteit van de dienstverlening” / “Qualité du service”; information elsewhere is ignored.

✓Sub‑criteria include, for example, frequency of quality controls (10 points); quality control mechanisms (reports, complaint follow‑up, corrective actions) (10 points); organisation and continuity of service (replacement in case of absence, responsiveness, stability of cleaning teams) (10 points); additional sustainability measures (5 points), such as reducing product/water consumption, waste minimisation, reusable materials and monitoring sustainability actions; and training and supervision of personnel (5 points), covering training plans, safety training and quality monitoring.

✓Each sub‑criterion is scored 0–5 then converted to its weighting; the tender with the highest total score (after exclusion checks) is awarded.

✓The documents also detail risks and special conditions.

✓Such as: participation in the mandatory site visit before tender submission (by appointment via maillog@rsvz‑inasti.fgov.be by 5/10/2026) is compulsory; an attestation signed at the visit must be attached to the offer, otherwise the offer is deemed substantially irregular.

✓Questions must be asked only via the online forum linked to the e‑Procurement notice by 22/10/2026; answers are posted at least six calendar days before the submission deadline (05/11/2026 at 10h).

✓Variants and options are not allowed; only one offer per bidder is permitted.

✓Non‑compliance is treated as non‑execution, can trigger formal notice and unilateral termination or other measures of office.

✓A social clause imposes responsible business and social sustainability, including proper working conditions, equality and non‑discrimination, and durable employability; the contractor must provide information on training, wellbeing, equal opportunities and social sustainability upon request.

✓The contracting authority may suspend performance, revise the contract or terminate it under various articles of AR 14/01/2013 (38/7–38/12, 38/9–10) in cases of tax/levy changes, incidents, or unforeseeable circumstances, including the right to reduce or end the contract if the building or parts are no longer needed, without any compensation for lost profit.

✓The documents touch on subcontracting, penalties and procedural safeguards.

✓Such as: the contractor remains fully liable for subcontractors; the authority has no contractual link with them and pays only the contractor.

✓There is a specific penalty: accepting a purchase order that exceeds defined monetary thresholds (in a table not fully reproduced) without prior written RSVZ approval triggers a special penalty of 150 % of the value of the accepted order, payable to RSVZ only.

✓SMEs (as defined in art. 12/1 of the law) can request advances, which may be suspended or recovered if obligations are breached.

✓The validity period of offers is 90 calendar days from the day after the submission deadline.

✓Moreover, site visits provide no additional binding information: only the written special specifications and official clarifications via the forum are authoritative in case of conflicting statements.