FINAL CLEANING
Special charges
Technical & Administrative clauses
BRUSSELS EXPO
Place de Belgique 1
B-1020 BRUXELLES
02/474.82.63 - 02/474.83.97 - [email protected]
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
I. Administrative clauses
A. General provisions.
Only cleaning companies that fulfil the criteria set out in the specifications below, and
appointed by BRUSSELS EXPO, are authorised to provide « exhibition » cleaning services
inside the Halls of BRUSSELS EXPO.
The organising committee undertakes to apply the specifications below to the cleaning
company and shall mention on its order form that the prescriptions of these specifications
apply within the framework of the concluded contract, to the exclusion of all other conditions,
and subject to additional but not dispensatory conditions to be agreed between the cleaning
company and the organising committee.
By delegation of powers, the organising committee expressly authorises BRUSSELS EXPO
(or its representative) to carry out any controls and surveillance measures necessary to
ascertain that the prescriptions of the specifications are respected. It thus awards an
irrevocable and unconditional power of attorney to BRUSSELS EXPO to carry out any
control, in the name of and on behalf of the organising committee, in order to ensure respect
for the conditions stipulated in the specifications.
The service provider and/or the organiser shall be held solely liable for any faults and
defaults that come to light in the services supplied. The services shall be closely monitored
during their execution by a representative of the organising committee, of BRUSSELS EXPO
or his security company.
B. Legislation.
The services provided by the cleaning companies authorised on the Heysel site are, within
the framework of their activities, subject to Belgian legislation, social and fiscal in particular,
including:
1) the legislation relating to the registration of contractors and all of its amendments:
2) articles 400 to 404 and article 408, § 2, 2° of the Income Tax Code 1992 ;
3) articles 30b and 30c, § 9, 2° of the law of 27 J une 1969 modifying the legal decree of 28
December 1944 concerning the social security of workers.
4) the law of 4 August 1996 relating to the welfare of workers during the execution of their
work;
5) the Règlement Général pour la Protection du Travail (RGPT) (General Worker Protection
Regulation);
6) the Règlement Général sur les Installations Electriques (RGIE) (General Electrical
Installations Regulation);
7) the environmental legislation of the Brussels Capital Region
C. Execution of the work
Within the framework of the execution of the orders, the cleaning company undertakes to
respect the following obligations in particular :
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
1. As regards personnel
a. The cleaning company shall inform all of its workers of the obligation for each worker
to be in possession – at all times during their shift – of an official identity document
(identity card) that must be produced immediately as soon as it is requested by the
representative of BRUSSELS EXPO or of the security firm in charge of the
surveillance of the site.
All persons who fail to produce their identity documents shall be prohibited from
entering the site or shall be accompanied outside the Halls by BRUSSELS EXPO
representative or by the agents of the security firm of BRUSSELS EXPO.
b. The cleaning company shall, at all times, make available to BRUSSELS EXPO and
the organising committee, in a place designated by it, a list, updated daily, of all the
personnel that it employs on the site. The same list must be updated for any
subcontractors used by the cleaning company.
This list must contain at least the following personal information:
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The surname & first name
The date and place of birth ;
The function ;
The qualification ;
The periodical individual account drawn up according to the model laid down by
social legislation for each worker employed within the framework of the cleaning
activity on the premises of BRUSSELS EXPO ;
the periodical declaration to the competent social security organisation;
The DIMONA number of each worker or their VAT number if they are selfemployed,
The national identity card number (EEC personnel) or registration number with the
foreign residents register and the expiry date (non EEC personnel) ;
All workers appointed by the cleaning company or by a subcontractor who, for
practical reasons (sick leave, etc.), are appointed on the same day and who do not
yet appear on the DIMONA list of that day, must be declared to BRUSSELS EXPO by
the cleaning company before their appointment.
c. BRUSSELS EXPO, its representative or the organising committee may check the
accuracy of the list mentioned under point b. and request the updated DIMONA list of
the cleaning company and those of any subcontractors.
2. As regards security
a. The cleaning company shall be solely responsible for the application, in the
workplace, of all the security standards imposed by the General Worker Protection
Regulation and by the code on the welfare of workers.
b. Furthermore, the personnel are required to observe the prescriptions in force
concerning the security of goods and persons.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
3. As regards salaries and general conditions of employment
a. Whether they are imposed by law or joint agreements at national, regional or
local level, all the legal, regulatory or collective bargaining provisions relating
to the general conditions of employment, security and hygiene shall apply to
all persons employed by the cleaning company within the framework of the
fulfilment of its contract with the organising committee.
The cleaning company is obliged to pay its personnel the salaries, overtime and
allowances at the rates either laid down by law, or by collective agreements
concluded by the joint committees, or by company agreements.
For this reason, the provisions of the collective labour agreements applicable to the
companies belonging to the joint committee for cleaning and disinfection companies,
S.M.E. and others must be strictly applied to all of the personnel assigned to the
fulfilment of the contract concluded with the organising committee.
b. This article shall apply regardless of the nationality and place of residence of
the personnel employed, to all companies and all persons providing personnel
including those who have their head office or their place of residence on the
territory of another State.
The cleaning company guarantees that it shall obtain an official undertaking from any
subcontractors that they will abide in full by the provisions of the specifications: its
subcontracting agreements shall include the obligation for these companies to
respect all of the provisions of these specifications. The cleaning company shall be
jointly and severally liable for all the consequences, whatever their nature, and in
particular legal, financial and economic, resulting from failure by the subcontractor to
respect all of the clauses of the specifications.
4. General organisation of the sites
1. The cleaning company is obliged, in the interest both of its agents and of those of the
organising committee and of third parties, to take all necessary measures in order to
guarantee their security.
It shall comply with the legal and regulatory provisions governing highways, hygiene
and worker protection in particular, as well as the provisions of the collective, national,
regional, local or corporate agreements.
The organising committee, as well as BRUSSELS EXPO – acting by delegation of the
powers granted by these specifications – are entitled to demand that the cleaning
company supply proof, for all the devices and vehicles used to carry out services, that
they satisfy the prescriptions of the laws and regulations in this field, in particular
those relating to the statutory inspections.
2. The cleaning company, under its complete responsibility and at its own costs, shall
take all indispensable measures to ensure the protection, conservation and integrity
of the existing constructions, structures and property; it shall also take all precautions
required by the circumstances to safeguard the neighbouring properties and prevent
any disturbances caused by it.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
D. Exclusion criteria.
These specifications lay down exclusion clauses.
Should one of the specified cases of exclusion set out below arise, the organising committee,
or BRUSSELS EXPO acting as of right by delegation of power, shall notify the cleaning
company of the grounds leading this exclusion, with a copy to the other party.
Should any of these cases arise, the cleaning company shall be excluded from the contract
underway and the conclusion or renewal of contracts may be refused on these grounds.
First exclusion criterion.
§.1. The service provider that employs personnel subject to the law of 27 June 1969
amending the legal decree of 28 December 1944 concerning the social security of workers,
must be up to date with its obligations with regard to the National Social Security Office. It is
considered as being up to date with regard to the aforementioned obligations if it transpires,
on the basis of a certification that will be requested by the organising committee or
BRUSSELS EXPO that it:
1. has transmitted to the National Office of Social Security all the declarations due up to
and including those relating to the last but one civil quarter before the date of the
communication request
2. does not have for these declarations a contributions debt of over € 2500, unless it has
obtained payment deadlines for this debt that it strictly respects.
Second exclusion criterion.
The cleaning company may not be in one of the following situations:
1. It may not be in a situation of bankruptcy or liquidation, have ceased its activities or
be in a scheme of composition, or find itself in a similar situation resulting from a
procedure of the same nature existing in national legislations and regulations;
2. It may not have filed for bankruptcy, have launched a procedure of liquidation or
scheme of composition or be in the middle of a procedure of the same nature existing
in national legislations and regulations.
Third exclusion criterion.
The cleaning company cannot have committed a serious professional fault, discovered by
any means that the organising committee or BRUSSELS EXPO can justify by its rightful
delegation of powers.
Failure to respect the aforementioned legislations or these specifications shall be considered
as a serious professional fault.
Fourth exclusion criterion.
The cleaning company must be up to date with its obligations with regard to direct
contributions and VAT.
Fifth exclusion criterion.
The use of personnel not listed in the register mentioned under point C.1. b or the use of
personnel not listed in the Dimona lists.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
Sixth exclusion criterion.
The cleaning company shall provide, at the first request of the organising committee or of
BRUSSELS EXPO, the document establishing that it is registered as a contractor in the 00 or
28 categories. If it is not registered in line with the regulations in force, the cleaning company
shall not be authorised to provide its services on the site.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
II. Technical clauses
Exhibition Area
Floor / Perimeter Channels
The whole of the exhibition surface area should be cleared of all rubbish beforehand (panels,
plastic, wood shavings, boxes, etc.) and must be cleaned with a floor-cleaning machine. The
cleaning company must ensure that the water is changed regularly. No deposits (plaster,
paint, mortar, etc.) or streaks (mud, oil, double-sided tape) can be accepted when the
cleaning is complete. The cleaning company should also manually clean the open channels
that run along the walls of the exhibition building and the rails of the sliding doors. All traces
of double-sided adhesive tape should also be removed from the floor. The blocks covering
the closed channels of the exhibition buildings must be vacuumed with a vacuum cleaner
suitable for this type of use so as to remove any small items of waste that have slipped
between the blocks. The whole of the exhibition building must be swept with a magnetic cart
to pick up any nails and screws. If necessary (to be specified by BRUSSELS EXPO according to each fair), the channels must be disinfected in their entirety.
Walls
Any marks (paint, etc.) should be cleaned from all vertical surfaces, and all horizontal
surfaces (edges, windowsill, ...) should be dusted up to a height of 2.50 m. The Fire Hydrants
(FH) and the storage recesses in front of the shutters/doors should be vacuumed and
cleaned. The extinguishers must be dusted with a damp cloth. If they have been taken down,
they must be put back in the right place again.
Doors / Shutters
All the doors and shutters situated in the exhibition area should be dusted. Any glazed areas
in the shutters must also be cleaned. Particular attention must be paid to any glazed doors,
which must be cleaned with water by qualified personnel. The metal parts used to seal the
rails of the sliding doors must be replaced in the housings intended for that purpose (usually
recess next to the FHs). Any traces of paint on the doors/shutters must be cleaned using a
product compatible with the material covering the door.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
Entrance Hall
Floor
The whole floor should be vacuumed and cleaned with water. Any skirting boards should
also be cleaned.
Walls
All the vertical surfaces should be dusted and cleaned of all marks (paint, etc.). Any
adhesives must be removed and extra care taken in doing so. All the horizontal surfaces
should be dusted up to a height of 2.50 m. All damages on the walls (holes, screws...) have
to be reported to the appointed person from BRUSSELS EXPO who is responsible for the
inventory of the premises. The ash trays and litter bins must be emptied and cleaned (the
ash trays with water).
Doors & Door Frames
All the doors and frames should be dusted. Particular attention should be paid to glazed
doors and frames (if applicable), which must be washed by qualified personnel.
Lifts
The floor, walls, mirrors and landing doors should be cleaned. Any ash trays must be
emptied and cleaned. All stainless steel finishes must be treated with a suitable product and
a soft cloth. If the emergency telephone is in a storage unit, that unit should also be emptied
and vacuumed.
Meeting Rooms / Offices
Floor
The floor must be vacuumed and washed (or shampooed if necessary for carpeted areas).
Walls
All vertical surfaces should be vacuumed and any marks (paint, etc.) cleaned off. All
horizontal or sloping surfaces (arches, counters, etc..) should be dusted up to a height of
2.50 m. All damages on the walls (holes, screws...) have to be reported to the appointed
person from BRUSSELS EXPO who is responsible for the inventory of the premises.
Doors
All the doors should be dusted. Particular attention must be paid to glazed doors (if
applicable), which should be washed by qualified personnel. If the doors have metal bars,
they should also be cleaned.
Furniture
The furniture must be cleaned appropriately, according to the type of item (chair, table, desk,
etc.).
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
Toilets (in the secretariats)
Floor
The floor must be washed with plenty of water, scoured and dried. Any floor grids must be
rinsed and put back in the correct place.
Walls
The wall tiles must be cleaned with a damp cloth. The painted areas must be dusted. Any
wall lights must be dusted. Any spent bulb must be immediately pointed out to the inventory
manager of BRUSSELS EXPO. All the fittings (hand dryers, dispensers, radiators, etc.)
should be cleaned with a damp cloth. Radiators should be turned off (switch to OFF)
Washstands and Shelves
The washstands and shelves must be washed and any traces of dried soap removed. Any
soap-holders, ash trays and hand dryers must be cleaned and dried. The mirrors over the
shelves must be cleaned with water by personnel qualified to carry out that task
Sanitaryware
All the WCs must be cleaned (cistern, bowl and seat). The seats must be put down. The
chain must be pulled.
All urinals should be cleared of any cigarette butts and rinsed; a disinfectant tablet must be
placed in them.
All the urinal partitions should be cleaned with water.
All the hand basins should be cleaned, the taps must be washed and dried, leaving no water
marks.
The ash trays and sanitary bins must be emptied and cleaned.
Access to Park Lane (to be confirmed)
Escalator
The escalator steps must be vacuumed over the whole extended length of the escalator. To
start them, apply to BRUSSELS EXPO safety and security department (02/474.82.71) or to
the agent for the exhibition building. The handrail should also be cleaned with water over its
whole length and any stickers removed. Any glazed partition walls must be cleaned with
water by qualified personnel. All stainless steel surfaces must be cleaned using a suitable
product and a soft cloth. After cleaning, the escalator must be stopped again by the security
staff.
Lifts
The floor, partition walls, any mirrors and landing doors (both sides) should be cleaned by
qualified personnel. Any ash trays must be emptied and cleaned. All stainless steel finishes
must be treated with a suitable product and a soft cloth. If the emergency telephone is in a
storage unit, that unit should be emptied and vacuumed.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
Staircases
The stairs and risers should be vacuumed or swept. The handrails must be dusted. All nonvertical surfaces must also be dusted (low wall shelves, etc.).
Firebreak
Floor
The floor of the firebreak passageway must be free of any rubbish or waste. Any boxes,
plastic and other items must be collected and taken to the sorting centre at BRUSSELS
EXPO. Any mark or deposit (paint, oil, mortar, concrete, etc.) must be removed by suitable
means. The gullies (drains) must be cleared of any rubbish (plastic, boxes, etc.).
Surroundings / Landscaping
The cleaning company must ensure that no waste (plastic, paper, string, etc.) is left in the
landscaped area surrounding the exhibition building. This waste must be removed carefully
so as not to damage the plants or any lighting that may be in the containers.
Car park / Enclosure Railings
Any waste trapped in the green railings of the enclosure or car parks behind exhibition
buildings 8 & 9 must be removed. Any damage found to these railings must be reported to
the BRUSSELS EXPO safety and security department (02/474.82.71) or to the inventory
manager of BRUSSELS EXPO.
Rubbish bins
All the rubbish bins situated in the firebreaks and in front of and behind the exhibition
buildings, should be emptied and re-lined with the correct size of bin liner. In the case of
hanging rubbish bins, they must be replaced in the correct position (closed).
Covered passageways
Floor
The floors of the covered passageways must be swept and contain no more rubbish. All
traces of double-sided tape should be removed. Any steel nails used to hold carpeting must
be carefully removed.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011
Walls / Frames / Doors / Shutters
All the walls (up to a height of 2.50 m) must be dusted. Frames must be cleaned by qualified
personnel. Sliding doors or shutters must be cleaned on the inside. The rails of sliding doors
must be vacuumed (if applicable). Any glazing in the doors/shutters/frames must be cleaned
on both sides (inside/outside).
Surroundings & Peristyles
General
All the areas surrounding the exhibition building must be cleared of any rubbish. The rubbish
bins at the entrances should be emptied, re-lined with the correct size of bin liner and put
back in the correct place. The external stairs should be swept. The plant containers must
also be cleared of any rubbish (cans, bottles, paper, etc.). Any oil or grease marks should be
removed from all the blue stone areas. The rubbish bins in the main courtyard and in front of
the administrative building should be emptied, re-lined with a bin liner and properly closed
again.
Technical & Administrative Clauses – Final cleaning BRUSSELS EXPO
October 2011