Terms of Reference (ToR) For Office Cleaning Services at Rikolto

Terms of Reference (ToR) For Office Cleaning Services at Rikolto

Terms of Reference (ToR) for Office Cleaning Services

1. Background

Rikolto Tanzania is seeking the services of a professional and reliable cleaning company to provide daily and periodic cleaning of its office premises located in Mbeya, Iringa, Katavi, Dodoma and Singida. This will ensure a clean, hygienic, and conducive working environment for staff and visitors.

2. Objective

To engage a qualified cleaning service provider to maintain the cleanliness, hygiene, and sanitation of the office premises in line with health and safety standards. Every 

3. Scope of Work

The selected company will be responsible for providing cleaning services, including but not limited to:

Daily Cleaning

• Sweeping, mopping, and vacuuming all floors.
• Dusting and wiping all surfaces, desks, chairs, cabinets, and windowsills.
• Cleaning and disinfecting restrooms and replenishing toiletries.
• Emptying trash bins and replacing liners.
• Cleaning kitchen and dining areas, including appliances and surfaces.

Weekly Cleaning

• Window cleaning (interior and accessible exterior).
• Cleaning and dusting blinds, light fixtures, and walls.
• Deep cleaning of restrooms and kitchens.

Monthly Cleaning

• Polishing floors and deep carpet cleaning.
• Washing walls and high-touch surfaces.

If Needed

• Post-event or special project cleaning.
• Pest control coordination (Fumigation)

Duration of Contract

The initial contract duration will be for [12 months] with the possibility of renewal based on satisfactory performance.

Deliverables

• Clean and well-maintained office environment.
• Monthly report on work performed, challenges faced, and recommendations.
• Immediate reporting of any observed maintenance or security concerns.

Service provider Requirements

The service provider must:

• Provide adequate, trained, and uniformed staff.
• Assign a dedicated supervisor to oversee the work and communicate with the office contact person.
• Ensure all staff are vetted and cleared for security purposes.

Equipment and Supplies

The cleaning company shall provide:

• All cleaning tools, machines, and equipment.
• All cleaning materials and consumables (e.g., detergents, disinfectants, tissue, hand soap).

Working Hours

• Monday to Friday from 7 AM to 3PM
• Saturday if needed 
• Emergency cleaning: On-call as required.

Performance Standards

The contractor must ensure:

• High standards of cleanliness.
• Immediate response to requests and complaints.
• Compliance with health and safety regulations.
• Minimal disruption to office activities.

Evaluation and Monitoring

Performance will be evaluated based on:

• Cleanliness and hygiene levels.
• Timeliness and responsiveness.
• Professional conduct of staff.
• Feedback from office personnel.

Termination Clause

The contract may be terminated by either party with a [30-day] written notice in the event of unsatisfactory performance or breach of contract terms.

Submission Requirements

Interested companies must submit:

• Company profile.
• List of clients and references.
• Proof of registration and compliance with legal requirements.
• Detailed quotation, including scope of services, cost breakdown, and payment terms.

Application details

• Please send your applications -proposals, Company profile, through: eastafrica. recruitment @ rikolto.org
• Please indicate the region you are applying for.
• The application deadline is 25th July 2025
• Only qualified applicants will be notified.

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