TENDER NOTICE FOR PROVISION OF CLEANING SERVICES 

Title of the Tender: Hiring a company for provision of cleaning services at CRS Rwanda’ Cluster offices. 

Tender Reference Number: CRS-Rwanda 008-FY24-TN/2023

Procurement Method: National Open Competitive Tender

Date of Issue: November 28^th, 2023

Deadline for submission: December 12, 2023

Terms of Reference for Provision of Cleaning Services

1. ABOUT CATHOLIC RELIEF SERVICES (CRS) 

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development works are accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding. The Country Program has over 80 staff and implements its projects through local and international partners, with strong coordination/collaboration with Government of Rwanda structures. Catholic Relief Services (CRS) has been working in Rwanda since 1961. CRS Rwanda’s key programing areas include youth empowerment, agriculture, early childhood development, economic strengthening, justice, and peace building. To achieve this, CRS collaborates with the government of Rwanda, donors, the Catholic church, private sector, and civil society organizations.

2. GENERAL 

To provide a pleasant and good working environment to its staff, Catholic Relief Services is looking for a qualified company to provide cleaning services for their building located in Kimihurura, Ngoma, Nyabihu and Nyamasheke Districts.

The core of the cleaning strategy will be the use of effective, modern cleaning equipment, and tools operated and used by well-trained personnel. The contractor should keep and maintain the standards of cleanliness to an acceptable level of proper hygiene. 

3. SCOPE OF SERVICES: 

1. Cleaning services to be performed in general:

• Cleaning services will consist of the following:
• Cleaning inside and around buildings.
• Maintenance of gardens (within premises and around boundary fence), parking, and walkways.
• Clean windows and glasses; cleaning tiles.
• Cleaning of parking locations.
• Watering flowers, grasses, and any other related activity.
• Grass cutting and bush clearing within the institute’s premises and around boundary fence.
• Cleaning and proper arrangement of furniture in offices, meeting rooms, halls, etc.
• Carrying office furniture when requested.
• Garbage collection.

2. DETAILED CLEANING SERVICES     

1. INTERNAL CLEANING

2. EXTERNAL CLEANING

3. GARDENING AND SEWAGE TREATMENT SERVICES

2.2.4.  GARBAGE COLLECTION 

This will comprise the collection of wastes in an appropriate way and wastes shall be transported to the waste collection centres outside the compound including paying for the disposal of garbage. The Contractor should provide dustbins at key locations including inside and outside offices of the building, places with a high frequency of movement of people, etc.

4. REQUIRED MATERIALS 

CLEANING AND GARDENING MATERIALS (SHOULD BE OF THE HIGH QUALITY)

• Mopping properly and cleaning the premises, office desks and file cabinets.
• Windows glasses, chairs, and furniture cabinets are wiped with clean clothes or towels together with appropriate chemicals.
• Restrooms - toilets, sinks, urinals should be equipped with toilets papers, hand wash, and disinfectant to ensure their cleanliness all the time.
• Supply of quality toilet papers, (Supa VIP)
• Room deodorizers i.e., air fresheners should be always supplied in all toilets.
• Kitchen or paper towel should be of good on detaching and worming.
• Enough personal protecting equipment such as boots, gloves, Face, and dust masks

NB: The successful bidder will present a sample of hygienic material and be approved before signing the contract. 

5. MINIMUM NUMBER OF CLEANERS PER CLUSTER OFFICES

Notes:

• The cleaning company shall appoint supervisors in charge of the respective clusters to oversee the operations and the good service provision of their company. They shall be paid by the cleaning company.
• Cleaners will also offer manpower services, especially when it comes to issues related to shifting furniture, drinking water, juices, etc. from one office to another, or from one premise to another among others. 

6. ESTIMATED QUANTITY OF PRODUCTS AND MATERIALS 

1. Cleaning materials and Products needed every month.

The service provider should present a detailed list of cleaning materials and products needed every month. Below are the estimated needed materials but not limited to: 

Notes: For monthly material, the quantity will be confirmed in the contract and the stock must be presented to the Administration Assistant before the start of every month. 

2. MATERIALS PURCHASED ONCE A YEAR

The service provider should present a detailed list of cleaning materials and products needed. Below are the estimated needed materials but not limited to: 

7. ADMINISTRATION REQUIREMENTS: 

Your offer must further take note of the following documents for evaluation purpose. 

a. Administrative documents

• Company registration certificate issued by RDB.
• VAT and Valid Tax clearance certificates.
• Bid validity period should be 90 days.
• Bids should be signed by an authorized company representative. 

b. Technical documents

• The Bidder should have at least 2 years’ experience of providing similar cleaning services.
• At least 3 completion certificates of similar cleaning services.

c. Financial documents

• Bidding documents quoted in Rwanda Francs (Rwf) for cleaning services based on technical specifications.
• The offer must specify if the prices are VAT inclusive or not.

8. OTHER HEALTH AND SAFETY MEASURES 

• Cleaners should be provided with rubber gloves and non-slippery rubber sole shoes. Open shoes and high-heeled ladies’ shoes will not be allowed while at work.
• Gardeners should also be provided with rubber gloves, gum boots, overcoats, and other protective wear. 

THE CLIENT’S OBLIGATIONS AND DUTIES

• Besides day-to-day supervision, the Client may carry out a random inspection on equipment/tools and personnel and make a performance evaluation report. A copy of the report will be submitted to the contractor for comments and explanations.
• The Client shall evaluate and notify the Contractor in case of failure to perform the agreed standards of the services. 

9. PAYMENT CONDITION 

The payment is made monthly. The contractor should prepare and submit a monthly cleaning report (including all activities performed, challenges encountered, not later than the 25^th of every month. Below are the mandatory documents to be attached to the invoice and considered before processing the payment:

1. The monthly report of cleaning services approved by the cluster coordinator.
2. The staff payment list. 

10. DURATION OF CONTRACT 

The duration of the contract is twelve months from the date of signature of the contract and may be renewable twice upon satisfactory performance and agreed by both parties.  

11. SITE VISIT

For bidders who may wish to visit sites prior to bids submission, please consider the following information. 

12. Application process 

Interested individual consultant are encouraged to send their applications to rwandabids@crs.org no later than December 12, 2023, at 11:00am Kigali time. The title of the email must include: “Provision of cleaning services at CRS Rwanda ‘cluster offices.’’ and the application document should include the technical proposal and financial proposal in two PDF documents. A late submission will not be considered. 

Done at Kigali, November 28, 2023 

Hans Fly

Country Representative