Request for Quotations (RFQ)

Cooperative Resilience and Equity Project (CORE)

RFQ Number:      24-CORE-ZAM-PROC-0022 Cleaning Services

RFQ Title:           Cleaning Services

Date Issued:       September 11, 2024

Closing Date:      September 22, 2024 11:59PM Central Africa Time. Quotations received after the closing date & time will be rejected.

1) Background

Land O’Lakes Venture37 (Venture37) is implementing the USAID–funded Cooperative Resilience and Equity (CORE) activity in Zambia. CORE aims to foster vibrant, sustainable cooperative ecosystems in which self-managed cooperatives and all their members flourish economically and socially.

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 at Stand # 377a/42/H/11 Main Street, Off Kabulonga Road, Ibex Hill, Lusaka, ZAMBIA.

3) Scope of Services

A) Office Cleaning and Office Support Services: One (1) full time on-site staff who can support daily cleaning and office support services (e.g. running errands, coffee preparation for staff, reception) during regular working hours, Monday through Friday. The company should also provide necessary cleaning supplies. The office has 5 rooms plus a kitchen and three bathrooms.

B) Gardening and Outdoor Cleaning & Maintenance: One (1) part time gardener (est. 10 hours per week) who can provide necessary gardening and outdoor cleaning services for the office grounds, including provision of necessary equipment and supplies. The outdoor space will require maintenance of grass, shrubs and trees, and parking lot pavement areas.

4)  Price

Prices must be net, less any discount offered, and quoted in Zambian Kwacha. The total price must include all delivery costs of goods/services to the address below of Venture37 below.

5) Eligibility

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

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

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

o   Be financially stable and can supply the necessary equipment and personnel/staffing to fulfil the cleaning needs

o   Provide proof of a clean legal record.

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

o   Ability to provide background checks for all personnel to ensure the safety and security of LOL V37 Zambia’s premises and staff.

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

Mandatory Requirement:

1.    Financial Proposal/Quotation

2.    Organisation Profile

3.    Certificate of Incorporation

4.    TPIN Certificate

5.    Valid Tax Clearance Certificate

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

7.    Latest Bank Statement for the past three months

8.    Three Recommendations from similar assignments

9.  Bank detail on a bank letter head

10.  A certified copy of the valid operating license.

11.  At least 3 Testimonials or performance reports from previous or existing clients

6) Validity

The successful bidder will enter into a contract with Land O’ lakes Venture37 for a period of 12 month with a possibility of extension based on performance.

7) VAT/Taxes

Bidders are requested to quote VAT amounts separately.  Successful bidders will be provided with a copy of Venture37’s VAT exemption documentation when obtained.

8) Award

Award will be made to the bidder(s) that are scored highest on the following criteria:

Evaluation Criteria                                              Value
Price                                                                        60%
Past Performance Certificates (proof)             20%
Experience of Key Staff                                       20%

9) Expenses relating to submission of quotation

Issuance of this RFQ in no way obligates Venture37 to award a contract or purchase order and bidders will not be reimbursed for any costs associated with the preparation of this bid.  All preparation and submission costs are at the bidder’s expense.

10)  Right to Cancel Solicitation and Reject Offers

Land O’Lakes reserves the right to accept or reject any offer or cancel or reissue this RFQ without assigning any reason.

11) Submission of Quotations 

Email quotations, indicating the RFQ number in the subject line, to:                          zambiaprocurements@landolakes.com