Introduction
SNV is a not-for-profit international development organization working in Agrifood, Renewable Energy and Water. Founded in the Netherlands in 1965, we have built a long-term, local presence in more than 24 countries in Asia, Africa and Latin America. Our global team of local and international advisors works with local partners to equip communities, businesses and organizations with the tools, knowledge and connections they need to increase their incomes and gain access to basic services – empowering them to break the cycle of poverty and guide their own development.

For more information on our operations in Zambia, visit our website: www.snv.org/country/zambia

1.    Background

SNV Zambia is a non-profit organization operating across nine provinces in Zambia with offices in Lusaka, Chipata, Choma, Kabwe, Kasama, Mongu, and Kalomo. The organization is committed to providing a clean, hygienic, and safe working environment for its staff and visitors. To achieve this, SNV Zambia is seeking the services of a professional cleaning company to provide comprehensive cleaning services for its offices in Lusaka, Choma, Chipata, Kabwe, and Kasama.

2.    Objective

The objective is to select a qualified cleaning services company that will provide efficient and effective cleaning and janitorial services to ensure a clean and well-maintained office environment in the specified office locations.

3.    Scope of Services

The cleaning services company shall be responsible for the following:

– Daily cleaning of all interior office areas, including but not limited to offices, conference rooms, hallways, and common areas.

– Restroom cleaning and sanitation.

– Cleaning of all windows and glass surfaces.

– Dusting and wiping of furniture, equipment, and fixtures.

– Waste collection, segregation, and disposal.

– Periodic deep cleaning of all areas, including carpets, floors, and upholstery.

– Provision of necessary cleaning supplies, materials, and equipment.

– Adherence to health and safety standards and use of eco-friendly cleaning products where possible.

– Reporting maintenance issues identified during cleaning to the appropriate SNV Zambia personnel.

4.    Eligibility Criteria

To be eligible for consideration, the cleaning service provider must:

– Have a valid operating license and other documentation from the relevant Zambian authorities.

– Possess a minimum of five (5) years’ proven experience in providing cleaning services, preferably with experience in servicing corporate clients and non-profit organizations.

– Have the capability to service all the specified locations.

– Be financially stable and have the ability to supply the necessary equipment and personnel/staffing to fulfil the cleaning needs of all specified locations.

– Provide proof of a clean legal record.

– Insurance coverage for employees and liability including but not limited to Workers Compensation and NHIMA coverage at a minimum.

– Ability to provide background checks for all personnel to ensure the safety and security of SNV Zambia’s premises and staff.

– Good standing with references from at least three (3) reputable organizations.

5.    Consultant Mandatory requirements

1.    Financial Proposal/Quotation

2.    Technical Proposal

3.    Organisation Profile

4.    Certificate of Incorporation

5.    TPIN Certificate

6.    Valid Tax Clearance Certificate

7.    Proof of Physical address – Water bill or Electricity bill

8.    Latest Bank Statement for the past three months

9.    Three Recommendations from similar assignments

10.  Bank detail on a bank letter head

11.  A certified copy of the valid operating license.

12.  CVs of key management personnel.

13.  Atleast 3 Testimonials or performance reports from previous or existing clients.

6.    SNV Zambia’s Rights

SNV Zambia reserves the right to:

– Reject any or all proposals submitted.

– Request additional information or clarification from applicants.

– Award the contract to more than one bidder if deemed necessary.

– Modify the scope of work as required or based on the outcomes of the proposal evaluations.

7.     Contract Terms

The successful bidder will enter into a contract with SNV Zambia for an initial period of one (1) year, with the possibility of renewal based on performance evaluation and mutual agreement. The contract will stipulate all terms and conditions, including but not limited to performance expectations, payment terms, confidentiality, and termination clauses.

Detailed specifications and requirements are well stated in the RFQ which can be found on this link https://smrtr.io/jCvVW

Application Criteria:

Only electronic submissions will be accepted.

Submission should be made through zambiaprocurement@snv.org with the subject; ”Cleaning services for SNV” not later than 10:30hrs, 15th March 2024.

For any clarifications, contact zambiaprocurement@snv.org.

Note: SNV Zambia may request for necessary and/or more information during the evaluation. SNV will only contact the successful bidder (s) within the period of 2 weeks from the closing date of submission.