Terms of Reference (TOR) Cleaning Services International Position Long-term contract Open to Firms

TERMS OF REFERENCE (TOR) CLEANING SERVICES

Introduction

ChildFund is a child-focused international development organization whose vision is a world in which all children realize their rights and achieve their potential. The organization’s mission is to build the capacity of deprived, excluded and vulnerable children, improve their lives, help them become leaders who bring a lasting and positive change to their communities, promote societies whose individuals and institutions value, protect, advance the worth and rights of children and enrich supporters’ lives through their support of our cause. Our integrated four-pronged child protection programming approach entails: strengthening community-based protection structures, promoting effectiveness of relevant government sectors and strengthening their connection with community protection systems, engaging children as agents of change and leading a network of agencies to promote children’s right to protection.

Background

ChildFund offices is situated in Westlands hosting three floors with about 80 staff members. We are an office set up in the lookout to finding a suitable company with qualified staff to offer cleaning and gardening services for its premises.

Scope Of Work

To provide cleaning services with high standard using environmentally friendly cleaning products and supplies. The layout is three floors compromising office space, conference facilities, washrooms and common areas as well as provide care for garden and potted plants.

Deliverables

The scope of the contract shall include but not limited to the following

• Cleaning office space, Kitchen, Mothers room, meeting rooms, stairways, windows (Internal and external), washrooms, and common areas.
• Waste disposal management, twice a week
• Gardening services and maintaining parking area
• Provide at least 4 qualified janitors Monday to Friday.
• Thorough/general cleaning every quarter

Supplies and Equipment

The service shall provide all the equipment’s as well as environmentally friendly cleaning supplies required to carry out the work. This comprises but not limited to all supplies of toilets and desk cleaning including, toilet paper, disinfectants, hand-washing soap, towels, mops, buckets, gardening tools etc.

Site Visit

All service provider are welcomed to make a visit to assess the premises prior to submitting an offer on 30th and 31st March 2026 between 10am and 3pm. This is mandatory.

Work Schedule

The cleaning work will be carried out during office hours between 6am-4pm Monday to Friday.

Duration Of Contract

The contract will be initially for one year with a possibility of renewal subject to satisfactory performance by the contractor.

Qualification of Service Provider

• Proven track record in rendering satisfactory services to high end premises. Provide recommendation of past performance from at least 3 clients.
• Financially sound and stable, evidenced by authentic financial statements for the past three years of operation. Provide bank statements for last 3 years.
• KRA valid Tax Compliance Certificate
• Certificate of Registration and Trading License
• Must have well trained personnel with experience in similar environments and who MUST NOT have a criminal record or pending court cases against them.
• The company must be registered by Nema for Garbage collection within Kileleshwa ward.

ChildFund Kenya is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.

Interested firms who meet the above qualifications should send their expression of interest including the technical and financial proposal not more than 5 pages. The proposal should clearly indicate the qualification and previous similar assignments undertaken. Any submission that is incomplete will be disqualified, all the expression of interest should be sent before close of day 8th April 2025 to KenyaProcurement@ChildFund.org

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