Expression of Interest (EOI) Office cleaning Services
Reference Number: 83435135
1. General overview
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 and Energy, Digitalization, Extractive Governance and Peace and Security in the Great Lakes Region.
The International Conference on the Great Lakes Region (ICGLR) is an inter-governmental organization with 12 member states in the African Great Lakes Region. Its establishment in 2004 was based on the recognition that political instability and conflicts in and between these countries have a considerable regional dimension and thus require a concerted effort to promote sustainable peace and development. The Secretariat of the ICGLR, based in Bujumbura, Burundi, is the technical arm and coordinating body.
The GIZ Support program to ICGLR has offices on 6th floor and offices on the 3rd floor in Career Center Kigali building and therefore is currently looking for a reputable and qualified company with a track record of success in cleaning services for the premises of the GIZ Support program to ICGLR offices.
2. Overall objective
To appoint an Office Cleaning Service Company that will provide office cleaning services to GIZ Support program to ICGLR project.
The total office space is 664 square meters (SQM), the 6th floor has 284 square meters, with 10 staff and 10 visitors per week approximately. 20 staff and 10 visitors per week are expected for another shared office space with DigiCluster on 3rd floor of 380 sqm.
The service provider will ensure their staff are trained for managing cleaning regarding CoVid19 and other infectious diseases as well and outing on PPEs where required.

3. Contract period and scope of services
The contract period is for a period of 24 months starting from August 2023.
Detailed scope of services to be rendered by the service provider for 3rd and 6th floor:
GIZ Support program to ICGLR seeks to appoint a reputable and suitably qualified service provider to provide Cleaning Services for the office located at 3rd, and 6th floor 664sqm in total career center building, KG 541 St Kigali – Rwanda.
Potential service providers must provide trained cleaning personnel to perform duties at the above-mentioned premises.
The cleaning services shall be provided at the GIZ offices at location mentioned above and shall in general entail cleaning of offices; toilets; Kitchen; floor and boardroom.
Services must include but not limited to:
DAILY
• 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
• Replenish office drinking water, soap, paper toweling and toilet paper in all toilets where necessary – to be procured by GIZ
• 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 which is sifted and deposited in the bins
• Ensuring that the kitchen and events area is always kept clean and tidy
• Reporting all the malfunction office issue, for example electrical socket, lights, doors and windows
• Communicate and replenish cleaning supplier one week before and ensure its management is controlled
Window blinds and Glass walls and doors
These must be dusted daily
• The Kitchen
• Ensuring the kitchen is always clean
• Washing drying and packing away of cups
• Ensuring the counter tops, 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)
Twice a Week
• 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)
• Dusting and Polishing of all furniture e.g., desks, credenzas, cupboards, pedestals, bookcases, portraits, coffee tables, notice boards, etc. in offices and reception areas

4. Other Requirements for the contractor
To ensure the quality of service rendered and to exercise control over the employees of the contractor, it is expected of the contractor to have a supervisor present on the premises during the execution of the services referred to. The supervisor must always be reachable on his/her mobile provided by the contractor.
• Number of workers
This will be determined by the contractor based on the workload, but we require workers with one supervisor who can communicate either in English or French.
• Working Days/Hours
Monday to Friday – 07H00 to 16H00
Weekend access will be arranged from time to time should it be required and approved by GIZ.
The offices are closed on Weekends, public holidays and during festive season holidays.
• Dress Code
All personnel should wear acceptable contractor’s uniform befitting working in a corporate environment, indicating the company name and name of staff member (i.e., Staff card).
Equipment and Consumables
• All cleaning gadgets will be provided by the contractor (brooms, brushes, dusters, mops, buckets, buffing machines, etc.) All gadgets to complete the work will meet international standards and all chemicals must be biodegradable.
• All chemicals to be supplied by the contractor according to the GIZ specifications (disinfectants, furniture polish, cleaning substances, etc.)
• Toilet rolls, paper towels, dispensing soap, plastic bag will be procured by GIZ.
• GIZ will provide storage facilities/space in respect of equipment, chemicals, and consumables.
GIZ Support program to ICGLR will not entertain pricing adjustments
• All prices shown must exclude VAT, with the VAT components being shown separately;
• All pricing estimated costs must be clearly documented. GIZ Support program to ICGLR assumes that the pricing document as submitted is complete and covers all costs associated with this assignment.
Technical Evaluation criterion
Proposals will be evaluated based on the following criterion:
Mandatory administrative documents:
• Copy of RRA tax clearance certificates
• Copy of Registration Documents with the Registrar of Companies (RDB)
• RURA Certificate permission to execute cleaning activities
• Taxpayer VAT registration certificate

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Professional experience
• Six years relevant experience in cleaning services,
• Strategy
• Company strategies to assure ability, flexibility, and responsiveness in cleaning the office to be ready by 7:00 am on working days.
• Personnel: Provide onsite staff deployment plan
5. Attachments to EoI
• The Technical assessment grid
• Self-declaration of eligibility form (to be completed by the bidder and submitted together with technical offer
6. Submission of offer: The Expression of Interest should contain the following:
Technical Proposal (Mandatory):
• A cover letter expressing your interest in this assignment
• Company profile;
• Technical proposal with a brief description of why you would be considered as the most suitable for the assignment (Company strategies), relevant expertise, and a detailed, clear methodology, and your approach to complete the assignment
• Proposed onsite staff deployment plan
• Company registration certificate (RDB) with atleast 6 years of experience in cleaning services
• RURA Certificate permission to execute cleaning activities
• VAT registration certificate
• Latest tax clearance certificate
• Proof of successful completion of related assignments.
Financial Proposal:
indicates the all-inclusive total contract price, supported by a breakdown of all costs. 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 9th April 2023
Please you must write on each email subject this sentence:
“83435135 Technical/financial offer” without this sentence, your offer may not be considered
Hard copies are not allowed this time
GIZ reserves all rights
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