Expression of Interest (EOI)

Contract for Cleaning and Fumigation Services.

Reference Number:83463832

Publication date: 19.04.2024

Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

0. List of abbreviations

AVB General Terms and Conditions of Contract (AVB) for supplying services and work

BMZ German Federal Ministry for Economic Cooperation and Development

GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit 

ToR Terms of Reference

1. Context

• Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).

GIZ, through its cluster for Digital Transformation and Digital Economy in partnership with the Ministry of ICT and Innovation has established the Digital Transformation Center. The Digital Transformation Center is a Rwandan-German initiative aimed at developing impact-driven digital solutions in Africa. Therefore, it not only provides advisory services and training for government institutions and local tech companies, but also a modern space to boost creativity and collaboration.

Together with the local and international private sector, research institutions and civil society, the DigiCenter promotes the development of meaningful digital solutions. Therefore, each IT-solution addresses an issue in society or environment and directly contributes to the Sustainable Development Goals (SDG). For this purpose, our strategy is based on three pillars.

• Specific Context:

GIZ is seeking the services of a professional cleaning company to maintain a clean and hygienic working environment in the Digital Transformation Center offices. The cleaning services should cover various areas, including offices, carpets, kitchen, toilets, and fumigation.

Tasks to be performed by the contractor.

The selected cleaning company is expected to provide comprehensive cleaning and fumigation services as outlined below:

Office Cleaning:

• Dusting and wiping of all surfaces, including desks, tables, chairs, and electronic equipment.
• Vacuuming and mopping of floors.
• Emptying trash bins and replacing liners.
• Cleaning windows, glass partitions, and other glass surfaces.

Carpet Cleaning:

• Thorough vacuuming of carpets.
• Stain removal as necessary.
• Deep cleaning using appropriate cleaning methods and equipment.

Kitchen Cleaning:

• Cleaning and sanitizing countertops, sinks, and kitchen appliances.
• Cleaning and disinfecting kitchen floors.
• Removal of grease and grime from surfaces.
• Emptying and cleaning of trash bins.

Toilet Cleaning:

• Cleaning and disinfecting toilets, urinals, sinks, and countertops.
• Replenishing toilet paper, soap, and other necessary supplies.
• Emptying and cleaning of trash bins.
• Sweeping and mopping of floors.

Fumigation Services:

• Conducting fumigation services to eliminate pests and insects.
• Focusing on common areas, corners, and spaces prone to infestations.
• Use of safe and approved fumigation products.

1.3. Frequency and Duration of the Services:

The cleaning services should be provided to ensure a consistently clean and sanitary workplace.

Service	Frequency	Facilities
Office Cleaning	Daily 5 days a week	All office facilities
Carpet Cleaning	Twice a month	All office facilities
Kitchen Space Cleaning	Daily 5 days a week	Kitchen space
Fumigation Services	Once a month	All office facilities

Services must include but not be limited to:

Daily cleaning of premises

• Dusting of all furniture and fittings in all offices including main reception area
• Emptying of all waste-bins in all areas throughout the premises
• Washing, cleaning, and disinfecting of tiled floors vanity slabs, washbasins, Urinals, mirrors, taps, etc. in all toilets
• Washing and cleaning of tiled floors in all areas within the Digicenter.
• Spot-clean carpets in all areas
• Replenish soap, paper towelling and toilet paper in all toilets where necessary.
• Report damages, leaking taps/urinals/toilets, etc., to the building maintenance supervisor.
• Wiping of doorknobs and handles with a damp cloth.
• Collecting all paper and all waste sifted and deposited in the bins.
• Ensuring that the kitchen and events area are always kept clean and tidy.

Daily cleaning of window blinds, Glass walls, and doors

These must be dusted daily.

The Kitchen

• Ensuring the kitchen is always clean.
• Washing, drying, and packing away cups
• Ensuring the countertops, tables, and chairs are clean and dry.
• Cleaning of the microwave, sink and coffee machine once daily.
• Washing of the dishcloths daily
• Cleaning of the kitchen floor (Please always note to be kept clean and dry)

Please note: A person should be dedicated to working in the kitchen to serve clients, employees, and guests at the Digital Transformation Center. This person should have proper knowledge of speaking and understanding English.

Five days a week

• Vacuum-clean all carpets (offices, passages, reception areas, etc.)
• Cleaning and disinfecting of machines, printers, photostat machines, etc. (consumables like Handy Andy, furniture polish, etc. to be provided by contractor).
• Cleaning and disinfecting of the fridge.
• Wiping of kitchen cupboards (inside and out)
• Cleaning all the office toilet
• Dusting and Polishing of all furniture, e.g., desks, credenzas, cupboards, pedestals, bookcases, portraits, coffee tables, notice boards, etc., in offices and reception areas.

Quarterly cleaning

• Cleaning/washing carpets in all common areas and providing an Anti-static treatment.
• Dry carpet cleaning of all executive carpets and boardrooms
• Deep cleaning of all executive carpets and board rooms
• Deep cleaning/washing of office carpets if required.
• Steaming of chairs, curtains, and couches throughout the building

Compliance and Safety: The cleaning company must comply with all relevant health and safety regulations. Cleaning products used must be environmentally friendly and non-hazardous to employees.

1.4. Duration of the assignment

1^st June 2024 to 31^st December 2026

2. Concept

In the bid, the bidder is required to show how the objectives defined in Section 3.1 to 3.3 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the project management system for service provision for this development, it is preferable that in the technical offer the bidder stipulates the number of sprints required for the development, testing and deployment. This should also include a contingency concept.

2.1. Technical-methodological concept

Strategy: The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Section 3.1 to 3.3). Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible.

The bidder is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them. Experts in the field of Software development and system integration for grain storage and management information systems.

The bidder is required to describe the key processes for the services for which it is responsible and create a schedule (project plan) that describes how the services according to Section 3.1 to 3.2 are to be provided. In particular, the bidder is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Section 3.

The bidder is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the bid; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

2.2. Organization and Supervision Arrangements

The Consulting Firm/Consultants will work on daily basis with GIZ under supervision of the office space management team at the Digital Transformation Center.

3. Personnel concept

The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs, the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points.

Kitchen space Management personnel

duties and responsibilities:

• Ensure the kitchen is clean, well maintained and always organized.
• Ensure floors are always dry and clean.
• Operate coffee making machinery and maintain a hygienic working environment in accordance with hygiene regulations and company standards.
• Adhere to all sanitation guidelines.
• Assists and Servers as and when necessary.
• Collects and removes trash from all areas of the operation following established procedures.
• Dispose of waste as per the premises and GIZ standards and adhere to recycling guidelines.
• Ensure waste bin area is kept clean and tidy.
• Carry out general cleaning as directed to include sweeping, mopping up, washing up, emptying of rubbish bins and boxes ensuring placement in the correct containers.
• Cleans and sanitizes utensils, and other minor equipment routinely used in the kitchen following established procedures.
• Cleans and maintains floors and walls in kitchen and dish washing area by following standard procedures.
• Cleans and sanitizes dishes and related service-ware following established procedures.
• Cleans large equipment as assigned, following established procedures.
• Consistently adheres to SDS (Safety Data Sheet) information related to the proper and safe use of chemicals in the workplace.
• Knowledge and proficiency to operate industrial dish washers.
• Ensure all equipment is clean and in good working order.
• Check all kitchen supply levels and inventory.
• Wash, Wipe, Sort, stack and store all cleaned items in an organized and safe manner.
• Always Maintain a clean and safe work environment.
• Other duties as assigned.

Prerequisites:

The right candidate should have a positive attitude, communicate effectively, work under pressure and Priorities and work efficiently with limited supervision.

Education:

High school or equivalent diploma.

Key competencies

• Previous cleaning experience in general
• Experience working with cleaning schedules and service output levels.
• Understanding of professional working ethic requirements
• Experience in working in a standards/compliance environment.
• Ability to adhere to all health & safety practices.
• Team Player
• High levels of personal hygiene and appearance
• Knowledge of English or French

Office Cleaners Duties and responsibilities

• Clean, dust, and mop office floors by using a variety of equipment and supplies.
• Sanitize all desks and furniture in the office which people have used.
• Mix the cleaning liquids in correct and safe quantities.
• Vacuum and shampoo carpets and make sure that they are dried out before the day begins.
• Wipe down desks and chairs and make sure that stubborn smears are removed using appropriate cleaning materials.
• Empty trash cans and ashtrays and make sure that all trash is properly disposed of.
• Clean and wash down windows and ensure that they are adequately dried.
• Wash down restrooms and ensure they are correctly sanitized.
• Replenish towels, soap, and toilet paper in bathrooms regularly.
• Wipe down walls, doors, and wall hangings using appropriate types of cleaners and cloth.
• Identify maintenance issues.
• Properly clean all the areas around the office which include office tables and desks, toilets, corridors, screens reception etc.
• Move around heavy equipment and furniture for storage or rearranging.

Prerequisites:

The right candidate should have a positive attitude, communicates effectively, work under pressure and Priorities and works efficiently with limited supervision.

Education:

High school or equivalent diploma.

Experience:

Previous experience in a similar role and Knowledge of Office Hygiene and safety.

Key competencies

• Previous cleaning experience in general
• Experience working with cleaning schedules and service output levels.
• Understanding of professional working ethic requirements
• Experience in working in a standards/compliance environment.
• Ability to adhere to all health & safety practices.
• Team Player
• High levels of personal hygiene and appearance
• Knowledge of English or French

Carpet Cleaning Technician Duties and Responsibilities

• Inspect carpet and upholstery for stains and other signs of wear.
• Provide deep cleaning services.
• Apply deodorizers
• Move or cover furniture as needed.
• Assist with new carpet installation.
• Assist with upholstery repair
• Assist with tile and grout cleaning.
• Maintain a clean and safe work area.

Education:

• High school or equivalent diploma.
• Knowledge of English or French

GIZ will not entertain pricing adjustments.

• All prices shown must exclude VAT, with the VAT components being shown separately.
• All pricing assumptions excluded costs and estimated costs must be clearly documented. The GIZ’s Digital Cluster assumes that the pricing document as supplied is complete and covers all costs associated with this assignment.

The bidder must provide a clear overview of all proposed short-term experts and their individual qualifications.

Number of workers

expertise area	number of experts	performance days (up to)
Supervisor (Operations)	1	32 months
Janitor 2 and 3 (Bathrooms, floors, and lavatories)	2	32 months
Janitor 4 and 5 Carpet Cleaning, deep cleaning, and fumigation	2	32 months
Janitor 1 (Kitchen and utensils)	1	32 months

• Working Days/Hours

• Up to Five days a week
• From 07H00 to 16H00
• Weekend access will be arranged from time to time, should it be required.

Dress Code

All personnel should wear acceptable contractor’s uniform, befitting working in a corporate environment like the GIZ’s Digital Cluster, indicating the company name and name of your staff member (i.e. name tags).

Equipment and Consumables

• All equipment must be supplied by the contractor (brooms, brushes, dusters, mops, buckets, vacuum-cleaners, buffing machines, etc.) All equipment to complete work must meet SABS standards, and all chemicals must be biodegradable.

• The GIZ will provide storage facilities/space with respect to equipment, chemicals, and consumables.

4. Costing requirements

• Cost of cleaning per month
• Other costs and consumables

4.1. Other costs

• Provision of cloud infrastructure/services for training (where required)

5. Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Section 3) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and formulated. The bid is drawn up in English (language).

The CVs of the personnel proposed in accordance with Chapter 7 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed eight pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs should also be submitted in English (language). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. Please ensure that CVS is accompanied by copies of qualification certificates (Do not provide originals).

Please calculate your price bid based exactly on the costing requirements. In the contract, the contractor has no claim to exhaust the budget fully. The specifications for pricing are defined in the price schedule.

1. Annex / Attachments

2. Submission of offer: The Expression of Interest should contain the following:

A. Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment, template attached.
• Company registration certificate (RDB)
• VAT-Registration certificate
• Latest tax clearance certificate
• Proof of successful completion of related assignments.

B. Financial Proposal: The price per service category must contain all relevant costs supported by a breakdown of each cost. The costs must be in RWF and VAT

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 03 May 2024

Please you must write on each email subject this sentence: 

83463832 Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time

GIZ reserves all rights