The Wellspring Foundation for Education (Wellspring)

The Wellspring Foundation for Education (Wellspring) jobs in Rwanda

Terms of Reference

Terms of Reference, Cleaning Services for Wellspring Offices in Kigali and Rubavu

1. Background

The Wellspring Foundation for Education is currently working in multiple districts across Rwanda, with an office base in Kigali as well as one in Rubavu, through our dynamic education programs to support teachers, leaders and the school community in the promotion of quality and inclusive education for children. Wellspring is also operating through partnership in southern Uganda.

The Wellspring Foundation for Education in Rwanda is looking for a reliable company that can provide cleaning services for its offices based in Kigali and Rubavu.

Scope of work

To provide cleaning services of a high standard using environmentally friendly cleaning products. This will consist of cleaning offices, meeting rooms, store rooms, bath rooms, kitchens, balconies, washing dishes, maintaining the garden and to perform any other task related to cleaning the compound or inside offices.

2. Deliverables

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

• Cleaning of offices, meeting rooms, kitchens; store rooms, communal areas, and compound/yard.
• Cleaning of Office Apartment,
• Cleaning of all bathrooms and their fixtures;
• Cleaning of balconies, veranda
• Cleaning of windows – internal and external;
• Cleaning of parking area;
• Maintenance of the gardens;
• Washing tablecloths and towels and replacing them in various area where needed;
• Organize dustbin
• Refilling hand sanitizers located in various points around the building whenever required.
• Help in loading and off-loading whenever necessary.
• Prepare tea/Coffee for staff
• Keeping the kitchen area tidy all the time
• Preparing bedding and bathrooms in staff office apartments when visitors are expected, and maintaining readiness and cleanliness at all times.
• Do laundry of bedding and towels whenever necessary
• Any other task related to cleaning within the office building or office compound

Number of cleaning staff needed

• We need THREE full time cleaners, two to be based at our Kigali office and one at our Rubavu offices.
• We also need two part-time cleaners to work two days per week from 8.00hr to 17.00, with main focus on thorough cleaning of office vehicles and working on the garden. One part-time cleaner will be based in Kigali and another one will be based in Rubavu.

3. Work schedule/ Working Hours

Wellspring working hours are from 8.00 to 17.00, any change will be communicated in advance.

The contractor will be provided with the Wellspring Foundation official holidays- dates when the office close during the year.,

4. Duration of contract

The contract will be initially for one year, with 3 months probation period. It will be renewed subject to satisfactory performance of the contractor.

5. Qualifications of contractor

• Company should have a minimum of five years’ experience in provision of similar services
• Proven track record in rendering cleaning services to different companies, preferably NGOs and government institutions
• Should be financially sound and stable,
• Should provide a minimum of three Certificates of Completion of Service
• Should be VAT registered
• Should provide a valid RRA tax clearance certificate
• Should provide RSSB clearance/certificate that show you file pensions
• Should have a pool of experienced and very well behaved workers
• The personnel must have training and experience in similar services;
• The personnel assigned to Wellspring project MUST have clean Police Clearance

6. Wellspring Commitment to Child' Safeguarding 

Wellspring is committed to the safeguarding and protection of the children and communities we serve, our partners, our volunteers, and our staff. As part of this commitment to safeguarding, all offers of employment and consultancy contracts will be subject to satisfactory references and appropriate background checks.

The company should demonstrate commitment to safeguarding and that all personnel (including replacements or temporary cover) must sign up to Wellspring's Safeguarding and PSEA policies. 

7. How to apply

Any interested company should provide the following:

• Send a company profile of not more than 3 pages
• Send a financial proposal/quotation not more than 2 pages
• Please provide two financial proposals/quotations: one that includes providing cleaning materials (cleaning soaps, toilet papers, vim, harpics, kitchen paper towels, disinfectant, hand liquid soap, liquid wash for cups, etc) and another without cleaning materials.

Bidders will drop their offer in a sealed envelope at the Wellspring Foundation for Education office Kigali office, located in Nyarutarama Kg270 st, within CLA compound bidding. Or send scanned copy email to: RWrecruitment@thewellspringfoundation.org

Deadline for sending the bid document is Thursday 15^th June 2023 at 5.00pm.

A closed evaluation will be done in the week of 19^th of June.

I you wish to do site visit, please call our Logistics Manager on 0 788 309 091.

If necessary a visit to the two best companies will be done in the 19^th week of June,

Decision and signing of contract to be done in the week of 26^th June

Note: Assigned workers to Wellspring project should provide the following:

• Valid Police Clearance
• Copy of their ID
• Recommendation from their pastors 

Contract will start on 5th July 2023 

Done in Kigali, 5^th June 2023.