Invitation To Bid

Ref: ITB-RWA-24-001

Services: Cleaning and Tea/Coffee preparation

Buyer: Tearfund Rwanda

Published: 2024-02-15

Closes: 2024-02-23 at 17h00

For queries contact: Sylvestre.ntamuhanga@tearfund.org Please copy

Bonaventure.mulama@tearfund.org

Bid submission dates: From 2024-02-15 to 2024-02-23 at 17h00.

Submission method: Email to Sylvestre.ntamuhanga@tearfund.org

Please copy Bonaventure.mulama@tearfund.org The subject of the bid submission email should be Bid for ITB-RWA-24-001

*It is highly recommended that any interested bidders should carry out a site visit before submitting their bids. The office to be visited is at #14 KG 383 Street, Gacuriro, Kigali.

Service Description:

Provide a high-quality cleaning service that includes tasks such as mopping, dusting, emptying bins, and polishing surfaces using environmentally friendly cleaning products supplies and Fumigation Services for Pest control and treating of Rodents such as (Cockroaches, Sugar Ants, Bees, Mosquitoes, Fleas, Ticks, Rats and Mice: Pesticides used must be Odorless) for the office building. The layout is spaces comprising the compound, office spaces, kitchen, and lavatories. The office is located at #14 on KG 383 Street, Gacuriro, Kigali. The office is a one-store building which will house at most 40 people and, on average, 25 people.

Tasks:

The scope of the Contract shall include but not be limited to the following:

1. Gardening and cleaning of the office yard (spaces outside the building but within the compound)
   • keeping the yard clean and tidy
   • keeping the garden trimmed and tidy
2. Cleaning of the kitchen and crockery
3. Preparing of tea and coffee
   • Hot water is availed in flasks at a central location and people serve themselves
   • Occasionally, during meetings, the attendants are served tea and coffee. This happens on average once per week.
4. Cleaning of office spaces.
   • Daily - dust/polish all surfaces including equipment,
   • Daily – paper/waste bins emptied.
   • Weekly - cleaning/dusting/vacuuming of window sides, doors, and glass partitions
   • Twice per week - cleaning/dusting/vacuuming of window-sides/heaters, doors, glass doors, and glass partitions.
   • Daily - Brush and mop internal entrance.
   • Quarterly - special cleaning of floor tiles using the appropriate machine
5. Cleaning of office equipment
   • Twice per week – cleaning/dusting/vacuuming of fixtures such as cupboards, Shelves, sofas, office chairs, tables, chairs and all rearranged excluding desks and desk equipment.
6. Cleaning of all Lavatories and their fixtures - there are 6 toilets within the compound
   • At least 4 times daily: morning, mid-morning, mid-afternoon, early evening. Fixtures cleaned and disinfected; materials, including toilet paper, paper towels, liquid soap, toilet disinfectant, etc., replenished as required.
7. Daily cleaning of balconies
8. Weekly cleaning of windows and glass doors – internal and external
9. Garbage waste management
   • The wastes will be collected in all above-specified areas, dust bins emptied and waste transported on a daily basis and at the end carried to the public garbage centers on a weekly basis by the cleaning company. The cleaning company is responsible for this cost.
10. Monthly Fumigation Services

A non-exhaustive list of cleaning agents to be supplied by the service provider

1. Coconut Brooms
2. Soft Brooms
3. Cobweb Brushes
4. Plastic Toilet Cleaning Brushes e.g. Harpic Brushes
5. WC Round Brushes
6. Glass Dusters
7. Floor Dusters
8. Mop Sticks
9. Wet Mopping machines
10. Rubber Wipers
11. Plastic Buckets
12. Cleaning sponges e.g. Scotch Brite
13. Dust Pans
14. Dust Bins
15. Vacuum Cleaners
16. Toilet paper (best quality. Super or equivalent brand)
17. Scouring powder e.g. Vim
18. Toilet/bathroom cleaning acid
19. Naphthalene ball
20. Room Spray
21. Insecticide Spray
22. Hand Wash Soap
23. Liquid Soap
24. Washing Powder
25. Toilet cleaning liquid/gel e.g. Harpic
26. Glass Spray
27. Gardening tools

Work schedule

The cleaning work will be carried out outside office working hours within the following timeframe:

1. Washroom cleaning starts from 07h00 to 17h00
2. Office cleaning starts from 07h 00 to 17h00

Conflict of interest

Any conflicts of interest involving an applicant must be fully disclosed to Tearfund. Failure to disclose a conflict may disqualify an applicant or invalidate an award of the contract.

Documents to submit

1. Financial proposal
2. Registration documents
3. Proposal with at least 3 references

The financial proposal should be itemized. Tearfund expects that three (3) cleaners will be sufficient.