Terms of Reference for Providing Cleaning Services at the Tanzania Women Lawyers Association (TAWLA)

TERMS OF REFERENCE FOR PROVIDING CLEANING SERVICES AT THE TANZANIA WOMEN LAWYERS ASSOCIATION (TAWLA)

1.0 INTRODUCTION

1.1 ABOUT TAWLA

Tanzania Women Lawyers’ Association (TAWLA) is a Non-Governmental Organization established in 1989 and           registered in 1990 under the Societies Act (Chapter 337 of the laws). The organization is compliant with the NGOs Act (Chapter 56 of the laws) and obtained NGO status in 2019. The aims and objectives of the organization are to advocate for gender equality, promote human dignity and gender justice through policy, legal and institutional reforms, and community action and media engagement. TAWLA has its headquarters in Dar es Salaam and zonal offices in Arusha, Dodoma, Mbeya, Mwanza and Tanga. TAWLA envisage a society that respects and upholds the rights of women, and her mission is to advance women as champions in promoting and protecting the rights of women and good governance through legal empowerment.

1.2 THE OBJECTIVE OF THIS ToR

To outline the scope of work, expectations, and terms for providing regular cleaning services at TAWLA’s Head office premises. The goal is to maintain cleanliness, hygiene, and an aesthetically pleasing environment conducive to productivity, safety, and comfort.

2.0 SCOPE OF WORK

The cleaning service provider will be responsible for carrying out the following duties.

2.1 Daily Cleaning Services

1. Offices & Workspaces – Dusting and wiping desks, chairs, and all office furniture.
2. Common Areas – Sweeping, mopping, and vacuuming floors in shared spaces such as corridors, meeting rooms, and reception areas.
3. Restrooms – Cleaning and sanitizing toilets, sinks, mirrors, and other bathroom fixtures. Replenishing consumables such as soap, toilet paper, and hand towels.
4. Kitchen/Break Area – Cleaning countertops, sinks, and tables. Emptying trash bins and sanitizing appliances.
5. Trash Collection – Emptying all waste bins and replacing liners in offices, hallways, and common areas.

2.2 Weekly Cleaning Services

1. Deep Cleaning of Floors – Scrubbing and polishing floors in areas of heavy foot traffic.
2. Windows – Cleaning glass windows, both interior and exterior (accessible from the ground).
3. Air Vents – Dusting and wiping down air conditioning vents and fans.
4. Cabinet and Storage Areas -Wiping down internal and external surfaces of cabinets, shelves, and other storage units.

2.3 Periodic Cleaning Services (Monthly or Quarterly)

1. High-Level Dusting -Cleaning light fixtures, ceiling fans, and other high surfaces.
2. Deep Cleaning of Carpets/Rugs – Shampooing or steam cleaning carpets in offices, corridors, and meeting rooms.
3. Windows (External) – the service provider will clean the external side of windows.

3.0 CLEANING SUPPLIES AND EQUIPMENT

TAWLA will provide the following:

1. Provide all necessary cleaning supplies and materials, including detergents, disinfectants, brooms, mops, vacuums, and other related equipment.
2. Ensure that all cleaning products used are environmentally friendly and compliant with health and safety regulations.
3. Maintain a stock of consumables (e.g., toilet paper, soap, hand towels) and ensure timely replenishment.
4. Access to electricity and water.
5. Storage space for cleaning equipment, if necessary.

4.0 SERVICE SCHEDULE

The cleaning services will be performed on the following schedule:

1. Daily Cleaning – Monday to Friday from 6:00 AM (to avoid disruption to office operations) to 3:00 PM).

5.0 EXPECTED DELIVERABLES

A clean and sanitized office environment daily, with all tasks completed as per the agreed-upon schedule.

1. Timely replenishment of cleaning Service Schedule supplies and consumables.
2. Prompt response to any urgent cleaning requirements or requests from TAWLA.

6.0 PERFORMANCE STANDARDS

The service provider is expected to meet the following performance standards:

1. Quality – The cleaning should be thorough and consistent, with a focus on hygiene and maintaining a presentable work environment.
2. Punctuality – The service provider must adhere to the agreed cleaning schedule and notify TAWLA in case of any delays or changes.
3. Health & Safety – All cleaning activities should comply with the relevant health, safety, and environmental regulations. Staff should be equipped with the necessary personal protective equipment (PPE).
4. Professionalism – Cleaning staff should be professional, polite, and respectful of TAWLA’s property and staff.

 7.0 DURATION AND TIMELINE

 The duration of the cleaning service contract will be for an initial period of 12 months, starting from 01/01/2025 to 31/12/2025, with the option to renew based on performance and mutual agreement between both parties.

8.0 HOW TO SUBMIT PROPOSAL

1. Submission Deadline – The completed ToR/proposal must be submitted by 06^th December 2024 BY 1600 HRS. Late submissions will not be considered.
2. Format of Submission – All proposals must be submitted via email [email protected]   use the subject line: “PROPOSAL FOR CLEANING SERVICES – TAWLA”
3. Content of the Proposal – The submitted ToR/proposal should include the following sections:

• Cover Letter – A brief introduction with the company’s details, the intent to submit the proposal, and a contact person.
• Company Profile – Provide information about the company’s experience in providing cleaning services, relevant qualifications, and capabilities.
• Proposed Cleaning Schedule – Outline a detailed cleaning schedule (daily, weekly, and monthly) as per TAWLA’s requirements.
• List of Services – A clear breakdown of the services you will provide, including any additional cleaning tasks that may be offered.
• Pricing – A detailed price quotation, including a breakdown of costs for each service.
• Staffing Plan – Information on the number and qualifications of cleaning personnel who will be assigned to TAWLA’s premises.
• References – Provide contact details for at least two previous or current clients for whom similar services have been provided.
• Insurance & Liabilities – Evidence of valid liability insurance covering damages or accidents that may occur during service provision.

NOTE:

1. The office site visit day is every Thursday from 12:00 PM to 3:00 PM.
2. TAWLA will not cover / reimburse any costs incurred by individuals for visiting the office.