SOS/NO17/05/24: Tender for Cleaning and Maintenance Services

Website SOS Children's Villages

A loving home for every child

SOS Childrens Villages in Zambia is a non-profit organization operating across four provinces in Zambia with offices in Lusaka, Chipata, Kitwe, Ndola, and Livingstone.  The organization is committed to providing a clean, hygienic, and safe working environment for its children under care, its staff, and visitors.  To achieve this, SOS CV Zambia is seeking the services of a professional cleaning company to provide comprehensive cleaning and other maintenance services for its offices in Lusaka, Chipata, Kitwe, Ndola, and Livingstone.

To qualify for participation, Vendors must submit the following documentation as part of the bid.

1)    Business registration certificates (PACRA Incorporation certificate)

2)    Valid tax clearance certificate

3)    Valid PACRA Annual returns

4)    Fully priced quotation with payment terms (SOS Children’s Villages Zambia does not offer advance payment).

Note that all interested vendors are required to site visit at SOS Children’s Villages Locations in Lusaka, Ndola, Kitwe, Chipata and Livingstone from 20th May 2024 to 30th May 2024 between 08:00hrs and 17:00hrs.  Location addresses for site Visits are;

1.      National Office – Plot No. 23217/35 PHI, Justo Mwale Road, Lusaka

2.     Lusaka – SOS Children’s Villages Great North Road, Plot No. 20092.

3.     Livingstone – SOS Children’s Villages Plot No. 31M, Lusaka Road Opp. Weigh Bridge.

4.     Kitwe – SOS Children’s Villages Stand No. AA843, Off Ndola, Kitwe Dual Carriageway Luangwa Township

5.     Chipata – SOS Children’s Villages Plot No. 6125 Along Malawi Road

6.     Ndola- SOS Children’s Villages House No. 12 Mapanza Avenue.

Eligible Vendors can obtain further information at SOS Children’s Villages, Plot number 23217/35, Justo Mwale Road PHI from the Procurement Office. The email address for business purposes is [email protected] . No telephone calls shall be accepted, as all communication will be documented.

All bids/quotations must be submitted electronically to the email below on or before 17:00hrs on Monday 3rd June ,2024. Late bids will be rejected.

Address:  SOS Children’s Villages, Plot No23217/35,  Justo Mwale Road, PHI Lusaka.

Email:[email protected] copy [email protected]  [email protected]   [email protected]

TERMS OF REFERENCE for Professional Cleaning and maintenance Services for SOS Children’s Villages in Zambia (Lusaka, Chipata, Kitwe, Ndola, and Livingstone Offices).

Background

SOS Children’s Villages is a child focused organization and an affiliate of the SOS Children Villages International. It is non-governmental, non-political, non-denominational, and non-racial. Its overall mission is to build families for children in need, help them shape their own futures and share in the development of their communities. To realise the mission of the organisation, SOS Children’s Villages is seeking services of professional cleaning services.

SOS Children’s Villages holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered.  All procurement decisions will give due emphasis to assessing the vendors congruence and thorough background checks.

1.       Objective

The objective is to select a qualified cleaning services company that will provide efficient and effective cleaning services, garbage collection, hygiene services, plumbing, electrical and carpentry maintenance to ensure a clean and well-maintained office environment in the specified office locations.

2.       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.
  • Plumbing, electrical and carpentry maintenance

3.       Premises

All invited parties will be welcome to make a visit to assess the premises prior to submitting an offer. Note a brief description of the premises in all locations.

  Chipata Location Livingstone Location Lusaka Location Kitwe Location National Office
Bathrooms 1
Boardroom 1 1
Community Hall 1 1
Corridors 3
Family House 1
Guest Houses 2
Hallways 1
Kitchens 2 2 1 2 1
Library 1 1 4
Offices 11 11 13 16 15
Reception 1
Rest rooms 3 5 9 8
Showers 2 9
Staircase 2
Storerooms 2 6 2
Workshop 1
Surrounding/Lawn Open Space Open space Open Space Open Space Open Space

4.       Work Schedule

The main cleaning work will be carried out between 06am – 08am or as may be agreed with the selected service provider.

No work will be carried out during the weekend and public holidays unless for deep cleaning purposes.

5.       Duration of Contract

The contract will be initially for one year with the possibility of extension, subject to satisfactory performance of the contractor.

6.       Expression of Interest

Interested entities should submit the following in order to be shortlisted for consideration:

i)      Organisation Profile

ii)    Technical Proposal

iii)  CVs of key management personnel.

iv)   Financial Proposal/Quotation

v)    At least three (3) Testimonials or performance reports/recommendations/references from previous or existing clients.

Shortlisted entities will then be required to provide the following supporting documents:

a)     Certificate of Incorporation

b)    Valid Tax Clearance Certificate

c)     Proof of Physical address – Water bill or Electricity bill

d)    A certified copy of the valid operating license or membership of professional association or allied services association

Entities that provide insurance coverage for their employees’ liability including but not limited to Workers Compensation and NHIMA coverage will have an added advantage.

7.       Contract Terms

The successful bidder will enter into a contract with SOS CV 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, termination clauses and the ability to provide background checks for all personnel to ensure the safety and security of SOS CV Zambia’s premises and staff.

8.       Miscellaneous

Request for Further Information

SOS CV Zambia may request for additional necessary and/or more information during the evaluation.

Disclaimer

SOS CV will only contact the successful bidder (s) within the period of 2 weeks from the closing date of submission.

SOS CV Zambia is not obliged to accept some, any or all of the submitted EOIs and that the submission of an EOI is considered as an offer that the SOSCV Zambia can choose to accept or reject.


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