Request for Proposals for the Provision of General Cleaning Services and Supplies for Smart Africa Office Premises

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 1.       Background of the Organization

The Smart Africa Alliance is a legal entity, established as a multilateral organization. The Smart Africa Alliance is a partnership among African countries adhering to the Smart Africa Manifesto (hereinafter referred to as “the Manifesto”), the African Union (AU Commission, AUDA, specialized institutions and Regional Economic Communities), the Economic Commission for Africa (ECA), the African Development Bank (AfDB), the World Bank, the International Telecommunications Union (ITU), the Private Sector, Academic and Research Institutions. The Head office of the Smart Africa Alliance is situated in Kigali. It may be relocated to any other Member State if necessary, by decision of Member States.

 The Smart Africa Alliance (or Smart Africa) is a bold and innovative commitment from African Heads of State and Government to accelerate sustainable socio-economic development on the continent, ushering Africa into a knowledge economy through the usage of Information and Communications Technologies (ICT). 

2.       RFP Objective

The Smart Africa Secretariat is soliciting proposals from qualified vendors to provide general Cleaning Services & supplies for Smart Africa Offices on the 10^th floor of, the Career Centre Building in Kigali-Rwanda. The vendor is expected to provide creative guidance and execution as well.

 3.       Description of Work – 10th floor, Career Centre Building (1,055 SQM)

Smart Africa is requesting at least 3 cleaning staff (2 workers and 01 team leader). The Team leader being also in charge of preparing and serving tea/coffee).

4.       Cleaning Services:

To be provided daily and shall incorporate and not be limited to the following tasks:

• Daily cleaning of tables, desk, Sofas, and office furniture located in the respective rooms;
• Daily scrubbing/mopping of the floor area; scrubbers should leave the floor clean and dry immediately after they pass down the aisle.
• Daily collection of waste material from office and corridor areas for further disposal.
• Daily cleaning of toilet pans, urinals, checking and cleaning of blocked drains, cleaning of washroom basins.
• Regular cleaning of ceiling, wall/floor areas, Windows glass, and window frames both externally and internally
• Carpet cleaning: For the carpeted area (Director Generals’ office), ingrained dirt shall be removed daily. Deep cleaning shall be monthly and/or per request using appropriate Chemicals and equipment.
• The Company shall move and re-allocate office furniture and any other material that may be deemed to fall under this category.

A.    Working days

B.    The service provider shall provide all cleaning equipment’s and supplies including. 

The bidder is requested to include necessary items she/he deems important but not mentioned in the list. The quantities mentioned are indicative for your reference. Otherwise, the contractor shall be responsible of the full and permanent availability of the cleaning materials for continuous service delivery.

Notes:

• Bidders are required to share detailed specifications of supplies to be provided.
• Deep cleaning must be done once a month on the last Saturday of the month (Umuganda day)
• Particular attention must be brought to avoid any water splash on desks, cabinets, and walls.
• The cleaning services should use very little water.
• Site visit to the vendors who are willing will be accommodated between 11am to 1230pm working days up to 5 days prior to the deadline.

 5.       Duration of Engagement

This assignment will be for the duration of (1) year effective from contract signature by both parties which may be extended by agreement of the parties in an executed addendum to the agreement granting such extensions.

6.       Submission Requirements

A.      Mandatory Administrative Documents

• Submission letter indicating company’s interest.
• Company registration certificate
• Tax Clearance Certificate/Equivalent.

NB: Failure to submit mandatory files will lead to automatic.

B.      Overall Requirements

• The service provider must not interfere with any scheduled meeting(s).
• The company shall provide a working supervisor should be a high school diploma graduate who is capable of fluently speaking English or French.
• For security purposes, the service provider shall be required to submit a list including the names, qualifications, experiences, dedicated roles, and CVs of the personnel who will be regularly assigned to Smart Africa Secretariat.
• All cleaners shall wear a work uniform that clearly displays the company name.
• The service provider may not substitute any employee on Smart Africa property without prior notification to the employee company. If employee is to be utilized, they must report it to the company 24-hours in advance.
• The service provider shall assume full responsibility for the actions of its employees or agents and shall repair or replace any damaged item or area of Smart Africa Offices caused by the actions of its employees or agents unless said damage occurred under circumstances beyond their reasonable control as determined by Smart Africa.

7.       Qualifications and Experience

The qualified service provider must satisfy the following requirements:

• Maintain a permanent place of
• Have adequate manpower with previous experience and equipment to perform the services in adequate
• Have satisfactorily furnished services of familiar size and scope for a period of at least 12 months with at least three (3) recommendation letters from previous clients.
• Vendor’s financial stability,

8.    Evaluation Criteria
a)    Technical Evaluation criteria 

The following criteria will be used to evaluate each service provider’s technical proposal:

• Skill and experience of proposed cleaning
• Demonstrate company experience in delivering similar services proven by previous recommendation letters, signed, and stamped by clients.

b)    Financial Offer Submissions 

• Summary of Costs Inclusive of taxes
• Breakdown of Monthly Fees for staff/cleaners
• Breakdown of Cleaning supplies costs

c)    Financial Submissions requirements:

a.    The currency of the submission and payment is the Rwandan Francs.
b.    Prices of the offer are company and non-revisable during the entire period of the contract. The financial quotation (inclusive all taxes in force) must include the unit and total price per month for the full package for entire scope of services (Cleaning Services, Supply of cleaning products)

 9.       Award of Tender

 The tender will be awarded to the bidder that will comply with administrative conformity evaluation criteria, and technically qualified to carry out the services and offering the lowest financial offer.

 10.   Proposal Submission

Soft copies in English of both Technical and financial proposals must be sent to: procurement@smartafrica.org showing each the nature of the offer concerned (technical or financial offer), not later than 07^th August 2023 at, 5:00 PM local time (Kigali), addressed to Procurement Office of Smart Africa Secretariat, with subject marked: 099/S.A/RFP/07/2023: Provision of  Cleaning Services to Smart Africa Office Premises  in Kigali.

 Late proposals will be rejected.

11.   Validity

Proposals and quotes must remain valid for a period of 180 days after the date of closing noted above. After, the closing date and time, all proposals received by the Smart Africa Secretariat become its property.

Once selected into Smart Africa database, the cleaning agency/company shall be offered a contract renewable subject to performance and need for the same services

12.   Tender Enquiries

Any enquiries will only be received at least 5 working days before the bid submission deadline. Prospective respondents who may have questions regarding this RFP may submit their inquiries to tenderenquiries@smartafrica.org

13.   Rights Reserved

a.    This RFP does not obligate the Smart Africa Secretariat (SAS) to complete the RFP process. SAS reserves the right to amend any segment of the RFP prior to the announcement of a selected firm. 
b.    SAS also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in SAS’s best interest to do so. 
c.    SAS also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. SAS may negotiate a compensation package and additional provisions to the contract awarded under this RFP. 
d.    Smart Africa reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications and avoiding the compromise of the process.