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
- 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.
- 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
- 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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