Notice for Provision of Cleaning Services for 2027 Tender at SNV Rwanda

About SNV and Background of the assignment

SNV SNV Netherlands Development Organization is a not-for-profit international development organization founded in the Netherlands in 1965 with a global presence in 30 countries across Africa, Asia, and Latin America. As an organization, SNV focuses on the Agriculture, WASH, and Energy sectors with the belief that no one should have to live in poverty and that all people should have the opportunity to pursue their own sustainable development. SNV contributes to these sectors by strengthening the capacity of targeted partners and communities at the field level to realize increased skill sets and sustainable performance; reduce poverty levels and expand employment; and improve food security while paying special attention to gender equity, social inclusion of marginalized groups and stakeholder accountability.

1.2. Background of the Assignment 

SNV Rwanda invites reputable and experienced companies to submit quotations for the provision of cleaning services. The selected service provider will provide cleaning services on an as-needed basis for a period of twelve (12) months, in accordance with the requirements and terms set out in this RFQ.

Offerors are responsible for ensuring that their quotations are submitted in accordance with the instructions, requirements, terms and conditions contained in this RFQ. Failure to comply with the requirements may result in the offer being considered non-responsive.

2. General Instructions and conditions

This is a Request for Quotations only. Issuance of this RFQ does not obligate SNV to make an award or reimburse any costs incurred by an offeror in preparing or submitting an offer.

• Any award resulting from this RFQ will be formalised through an appropriate SNV contractual instrument.
• SNV reserves the right to request clarifications or negotiate with any offeror before making an award.
• SNV may make a partial award or split the award among more than one service provider where this is considered to be in SNV's best interest.
• SNV reserves the right to cancel the RFQ at any time.
• Payment will normally be made within thirty (30) calendar days after receipt of a valid invoice and confirmation that the services have been satisfactorily delivered and accepted.
• Release of payment is subject to satisfactory performance and written acceptance of the services in accordance with the RFQ and the resulting contract or purchase order.

3. Terms of reference and Service requirements

SNV is seeking offers from reputable, well established and experienced offerors, duly incorporated under the Laws of Rwanda to provide cleaning services under a Fixed Contract Agreement (FCA), at fixed prices for a period of 12 months.

3.1 Responsibilities of offeror (Company, supplier or vendor)

• The following cleaning instructions are outlined by building, cleaning location within the building and cleaning schedule.
• Empty all waste receptacles, replace liners as required, and remove waste to the designated collection point. SNV will provide waste-bin liners.
• Spot-clean partition glass to remove fingerprints, smudges and other marks.
• Dust horizontal and vertical surfaces, including windowsills, ledges, mouldings, telephones, pictures, office furniture and other furnishings.
• Clean drinking fountains, removing watermarks and splashes from surrounding surfaces.
• Dust-mop all hard-surface floors.
• Damp-mop hard-surface floors, including corners, edges and areas beneath furniture where accessible.
• Spot-clean walls, light switches and doors to remove fingerprints, smudges and spills.
• Clean interior windows and both sides of partition glass, including damp-wiping window and glass frames.
• Clean and sanitise toilets and urinals inside and outside, including polishing of brightwork.
• Clean toilet seats on both sides.
• Scour and sanitise all washbasins.
• Remove splash marks from walls around washbasins.
• Report any restroom repairs or maintenance requirements to the SNV Operations Department.
• Clean and wipe restroom partitions on both sides.
• Pour fresh water into floor drains as necessary to maintain the sewer line, with particular attention to Saturdays.
• Provide and maintain a list of cleaning staff assigned to the SNV premises.
• Provide designated staff to support tea and coffee service in the kitchen, as required and agreed with SNV.

3.2 Cleaning equipment and materials 

The selected service provider shall supply all cleaning equipment, cleaning chemicals, waste bags, paper towels, hand soap, toilet paper required to perform the services. The services are intended to cover approximately 934 square metres of office space and up to fifty (50) staff members at the SNV Country Office. Restocking requirements shall be coordinated with the SNV Operations Office.

3.3 Reporting Damage

The selected service provider shall promptly report any damaged facilities, fixtures or broken items to the SNV Operations Officer. Such reports should be made at least bi-weekly and immediately where the damage requires urgent attention, to ensure that the service provider is not held responsible for pre-existing or reported damage.

4. Quotation and price requirement 

Quotations shall be submitted in Rwandan Francs (RWF) and shall be presented as fixed prices. The quotation shall remain valid for at least forty-five (45) calendar days from the submission deadline.

Quoted prices shall remain fixed for the initial twelve (12)-month contract period, unless a price adjustment is mutually agreed by the parties and justified by significant changes in market conditions.

Offerors shall submit their quotation using their official quotation format or company letterhead and shall provide a clear breakdown of the proposed costs in the required price schedule.

5. Taxes and statutory requirements

All quoted prices shall be inclusive of all applicable taxes, charges, tariffs, duties and levies.

Offerors shall provide the following supporting documents, as applicable:

• A signed cover letter containing the full contact details of the person authorised to receive correspondence, including name, position, email address and telephone number.
• VAT registration certificate, where applicable.
• Valid Rwanda Development Board (RDB) registration certificate, where applicable.
• Valid Rwanda Revenue Authority (RRA) tax clearance certificate.
• Valid business registration certificate or business licence, including evidence of compliance with applicable social security requirements.

6. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that the company and its principal officers are not debarred, suspended or otherwise considered ineligible to participate in procurement under applicable Rwandan laws or relevant international requirements. SNV will not award a contract to any firm that is debarred, suspended or otherwise ineligible.

7. Evaluation and Award: 

The award will be made to a responsible and eligible offeror whose quotation complies with the RFQ requirements and provides the best value to SNV based on the evaluation criteria below.

Note: Offers with significant deficiencies in meeting the requirements may be considered non-responsive and disqualified. SNV reserves the right to waive immaterial deficiencies at its discretion.

8. Offer submission Checklist

To facilitate the preparation and review of offers, each offer should include the following:

• Official quotation on company letterhead.
• Signed statement confirming acceptance of the requirements and terms of this RFQ.
• Completed price schedule with a clear cost breakdown.
• Valid business registration certificate or business licence.
• VAT certificate, where applicable.
• Valid tax clearance certificate.
• Evidence of relevant experience, including copies or references for similar contracts where available.
• Complete contact details of the authorised contact person.

9. Submission of offers.

Completed quotations, together with all required supporting documentation, shall be submitted by email to rwandaprocurement@snv.org no later than 15 October 2026. The email subject line shall clearly state “Provision of Cleaning Services.”

Office Visit: Interested bidders may visit the office between 22nd to 30th September 2026, from 10:00 AM to 11:00 AM, during which time access to the premises will be permitted.

10. Key compliance issues 

Consultant must comply with SNV’s environmental and Social Safeguarding policies and procedures as well as take into consideration donor-specific requirements. 

11. Data Protection assurance 

SNV will not retain your Personal Data for longer than is allowed by law or is necessary for the Purposes.

If you are selected and offered consultancy assignment, the Personal Data you have provided will be used by SNV for the purpose of this bidding administration. If you are unsuccessful on this occasion to secure tender with SNV, SNV will retain your Personal Data for required period for the purpose of any future internal or external audit.