PEACE CORPS

Overseas Request for Quotation (RFQ) for Supplies/Services/Equipment

RFQ Number: 019/FY2023 

Date: August 11, 2023.

Peace Corps/Rwanda has a need for cleaning services for Peace Corps office in Nyarutarama, Kigali. Peace Corps is soliciting fixed-price quotations from you and several of your competitors for the cleaning services detailed below.     

If you are interested in submitting a quotation, please follow these steps

1. Send an email, no later than August 16^th, 2023, to pgasana@peacecorps.gov.  In the email, include the following 2 items

• Request an appointment to inspect the office property.
• Provide 2 references for whom you provided similar services in Rwanda in the past five years. References must be willing to speak to Peace Corps related to Contractor performance. 

2. After your inspection of the office, submit your proposal by sending your completed and signed Attachment 1—Vendor Quotation Form by e-mail to:

• Name: Patti Reeder/Leonard Lengema/Sam Muhire
• E-mail: preeder@peacecorps.gov and llengema@peacecorps.gov and smuhire@peacecorps.gov

Quotations are due no later than 5:00PM Kigali time on August 20, 2023.  Late quotations will not be accepted.

Written questions about this Request for Quotation (RFQ) may be sent in the same fashion to the individuals noted above in advance of the RFQ due date.  No phone calls please.

Peace Corps will evaluate all quotations received by the deadline based on the minimum requirements and/or evaluation factor(s) shown below.  Contingent on the availability of funds and continued need for the supplies and/or services, at the end of the evaluation process, Peace Corps intends to award a firm-fixed-price contract for the purchase of the required supplies and/or services to the selected vendor.

Statement of Work/Description of Requirements 

Cleaning services for the entire office building will be provided daily from Monday to Thursday from

0700 a.m. to 0400 p.m. and on Friday from 0700 a.m. to 1200 p.m. except on local and the United States Government holidays listed. 

Peace Corps Rwanda shall provide water for cleaning and space for storing cleaning supplies at no charge.

The cleaning company shall provide the following:

• Consumable cleaning materials such as (cleaning chemicals, disinfectant toilet cleaner, vim, furniture polish, insecticide spray, disinfectant balls, soaps, paper towels, air fresheners, toilet paper, etc)
• Non-Consumable cleaning equipment such as buckets, brooms, mops, rags, gloves, Scrubbing brush, Toilet brush, etc.
• Staff uniforms to include shirt, pants, shoes;  
• Five Cleaning staff including 1 team leader and their salaries, benefits and social and health insurances.
• Coverage for cleaning staff if they are unavailable
• Any taxes imposed by Government of Rwanda in connection to the contract. 

Under the supervision of the Assistant General Service Manager/Facilities, or any other staff identified in their absence, the cleaning company shall be responsible for maintaining a clean and tidy office space and grounds. This includes but is not limited: 

• Peace Corps Office comprised of two buildings and 3 floors: hallways and balconies, staircases, kitchen, conference rooms, offices, reception, common areas, toilets, bathrooms,
• Medical unit: balcony, reception area, laboratory, medical storage space, bathrooms exam rooms, triage room, staff offices.
• Sick Bay building (2 bedrooms, 2 bathrooms, Kitchen)
• Guard Shacks (2) and Generator Room (1)
• Exterior conference/meeting rooms and offices.
• Outside areas: keep paved areas free of trash and debris and wash as needed. 

Duties and responsibilities include but are not limited to the following:

• Clean, dust and mop office floors, restrooms, kitchen using a variety of equipment and supplies.
• Ensure that cleaning liquids are mixed in correct and safe quantities.
• Wipe down desks and chairs and make sure that stubborn smears are removed using appropriate cleaning materials.
• Empty trash cans and make sure that all trash is properly disposed of.
• Clean and wash down windows and ensure that they are dried properly.
• Ensure that the office kitchens and equipment are properly cleaned and maintained.
• Wash down restrooms and ensure they are sanitized properly.
• Check and replenish paper towels, hand soap and toilet paper in bathrooms as needed on a daily basis.
• Wipe down walls, doors and wall hangings using appropriate types of cleaners and cloth.
• Identify and notify Peace Corps of occurring deficiencies or needs for repairs.
• Ensure proper cleanliness of the areas around the office such as walkways and parking lots.
• Maintains the confidentiality of information and activities.
• Move around equipment and furniture for the purpose of storage or rearranging.
• Wash, dry, fold and put away towels and sheets from the sickbay.
• Monitor cleaning supplies stock levels and replenish or let PC know to replenish.
• Work in a clean and efficient manner while following all health and safety regulations.
• Perform and document routine inspection and maintenance activities.
• Cooperate with the rest of PC staff.                                                            

Quotes must clearly indicate the cost for a 5-year contract as follows:

Place of Performance

Peace Corps Office

Nyarutrarama

11A KG 515 STREET

Kigali

Rwanda.

Contract Terms and Conditions

As an Agency of the United States Government, Peace Corps has an approved contract template that it intends to use for the award.  Peace Corps reserves the right to deny making a contract award to a vendor should they refuse to sign the Peace Corps approved contract template.

Minimum Criteria: 

A quotation will not be considered further if it does not meet the following minimum criteria:

• Quotation submitted is complete, signed, and submitted by the stated deadline.
  • Attachment 1 is returned
  • Cleaning company license

Evaluation Factors: 

Quotations that meet the minimum criteria listed above may be further evaluated based on the following factors:

• Past performance: minimum of 5 years working experience in cleaning industry.
• Trained and experienced staff in office cleaning (training certificates required)
• Staff salary and benefits (provide details on salary, employee benefits and insurances)
• Quantity of equipment, materials/cleaning supplies. Please provide the list of non-consumable cleaning equipment and consumable cleaning supplies.
• Submission of a Completed Itemized deliverables as found in Section A, with all Items Quoted and a Not to Exceed Total for items, labor, and services included. 

Award may be made with or without negotiations between the Peace Corps and the selected vendor.  Award may be made to a vendor that provided the lowest priced technically acceptable quotation, or to a vendor other than the one that provided the lowest priced quotation, should that vendor be determined to have provided the best value quotation to the Peace Corps taking technical and cost factors into account.

All vendors that submit quotations in response to this RFQ will be notified of the results.