Issued on: 21st May 2025 Solicitation Number: RFP/MAY/25/46845 For:
Quotes Deadline: 25th May 2025
Background
Pathfinder Nigeria is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose. Since 1957, we have partnered with local governments, communities, and health systems to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent. Our work ensures millions of women, men, and young people can choose their paths forward
Pathfinder International is supporting the Kaduna State Primary Health Care Board (KSPHCB) to strengthen the implementation of the Task Shifting/Task Sharing (TSTS) policy as part of a broader initiative to improve integrated primary health care services in the state.
Pathfinder Nigeria is seeking the services of a professional office cleaner that tailored to our specifications and needs, that can provide cleaning services to Pathfinder Nigeria office in Kaduna, Kaduna State Nigeria.
Purpose of Assignment
The main purpose of engaging the office cleaner for Kaduna office is to get somebody that would perform the duty of cleaning the office and its environment. The primary responsibility of office cleaner is to maintain a clean, hygienic, and comfortable workplace environment. This includes mopping, sweeping, dusting, vacuuming, and other custodial duties. Performing various cleaning and maintenance tasks that ensure a neat and organized workspace for employees.
Assignment Title: Office Cleaner for Pathfinder International Office.
Location of Assignment: Kaduna, Kaduna State.
Program: Finance and Administration
Dates of Assignment: May 2025 to September 2026
Description of Assignment:
- Clean workspaces, common areas, offices, hallways, and bathrooms
- Sweep, mop, and buff hardwood floors as needed
- Vacuum carpeted areas and furniture
- Dust and polish various surfaces
- Restock bathrooms with supplies
- Empty trash bins
- Keep track of cleaning schedule
Reporting and Documentation:
- Time sheet templet: Duly filled and signed daily sheet templet must be submitted to Finance and Admin department at the end of each month.
- Service completion form: Duly filled and signed service completion form must be submitted to finance and admin department at the end of each month.
Location of the Office: ü No 26 Kanta Road off Independence Way Kaduna, Kaduna State.
Number of Cleaning Personal Needed:
Pathfinder International wants to engage one (1) office cleaner for office cleaning and maintaining the environmental hygiene of Kaduna office, Kaduna.
Deployment:
| No. of Cleaners | Description of Service | Duration | Time |
| 1 person | Cleaning services | 16 months | 8:00am – 5:00pm |
Eligibility/Scoring criteria:
- Evidence of relevant experience in office cleaning – 30%
- Minimum of SSCE, OND or equivalent – 50%
- Ability to communicate in English, Hausa or any other local language. – 20%
Withholding taxes will be deducted from all payments. Pathfinder International reserves the right to award the contract in part or in whole to consultants.
Pathfinder International invites application from qualified professional service provider for a cleaning service for Pathfinder International office in Kaduna, Kaduna State.
Quotes Deadline
All written responses to this RFP must be received by Pathfinder no later than 5:00 PM on
May 25, 2025.
Please send your CV and cover letter. Please mention your expected monthly salary in the cover letter directly to the procurement email: [email protected]
Inquiries
If you have any questions/inquiries, please e-mail [email protected] no later than 10:00 a.m. May 24, 2025. As a part of this RFP process.
Payment Terms
We anticipate entering into a fixed price agreement with the selected service provider. Payments will be made according to deliverables upon receipt of services.
Evaluation Criteria
In evaluating the proposals, Pathfinder International will seek the best value for money rather than the lowest priced proposal. Pathfinder will use a two-stage selection procedure:
- The first stage will evaluate the Technical Proposal.
- The second stage will evaluate the Cost Proposal for proposals that pass the Technical Proposal evaluation.
If at any time prior to awarding Pathfinder deems there to be a need for a significant modification to the terms and conditions of this RFP, Pathfinder will issue such a modification as a written RFP amendment to all competing bidders. No oral statement of any person in any manner is deemed to modify or otherwise affect any RFP term or condition, and no bidder shall rely on any such statement. Such amendments are the exclusive method for this purpose.
Pathfinder is not bound to accept the lowest or any proposal and reserves the right to accept any proposal in whole or in part and to reject any or all proposals.
Pathfinder shall not be legally bound by any award notice issued for this RFP until a contract is duly signed and executed with the winning Bidder.
The evaluator will tally all the individual scores for each section and calculate the average score. The total average scores will be added to obtain the total points achieved by the individual supplier. If the total number points meet or exceed the threshold established in the evaluation methodology, the supplier’s cost proposal will be eligible for consideration.
The score for the cost proposal will be calculated in the following manner:
Cost Evaluation: This will be carried out on proposals that passed the technical evaluation. The calculation for the cost evaluation is given below:
Sc = 100xFM/F, in which Sc is the cost proposal score, Fm is the lowest cost and F the cost of the proposal under consideration. The lowest cost proposal receives the full 100 points.
The total score using the technical and cost proposal scores attained by each proposal. The formula is TS= St x 0.7 + Sc x 0.3. Technical Proposal is worth 70% and Cost Proposal 30%, whereas.
TS, is the total score of the proposal under consideration.
St- is the technical proposal score of the proposal under considerations. Sc- is the cost proposal score of the proposal under consideration.
Terms
Pathfinder reserves the right to cancel this solicitation at any point and is under no obligation to issue a subcontract as a result of this solicitation.
Pathfinder will not reimburse any expenses related to the preparation of any proposal related materials or delivery.
Confidentiality
As a part of the RFP process, Pathfinder International may be providing confidential information. Consequently, suppliers must complete a Confidentiality/ Non-Disclosure Agreement. See Annex B
Agreement
Any resulting contract will be subject to the terms and conditions contained in the annex. See Annex C
Thank you,
Procurement Team, Nigeria,
Pathfinder International.
See Annex B
CONFIDENTIALITY AGREEMENT
This Confidentiality Agreement, dated as of , is made by and between [INTERN NAME], (“The Service Provider”), and Pathfinder International.
Through this agreement, the Service Provider may be exposed to certain confidential information of Pathfinder International. In order to provide for an agreement to protect such confidential information, the Service Provider and Pathfinder agree as follows:
- Confidential Information. This Agreement shall apply to all confidential and proprietary information disclosed by Pathfinder to the Service Provider orally or in writing, including information disclosed prior to the date hereof, with respect to Pathfinder’s businesses, operations and proprietary technologies (“Confidential Information”); provided, however, that for purposes of this Agreement Confidential Information shall not be deemed to include information which at the time of disclosure or thereafter (a) is generally available to the public (other than as a result of a disclosure by Counterparty), (b) is available to the Service Provider on a non-confidential basis from a source other than Pathfinder (as evidenced by its previously existing written records), provided such source is not and was not bound by a confidentiality agreement with Pathfinder or otherwise prohibited from transmitting such information to the Service Provider by a contractual, legal or fiduciary obligation,
(c) has been independently developed by Service Provider, as evidenced by written records, or (d)
which at the time of disclosure, and with respect to such disclosure only, is required to be disclosed pursuant to a requirement of law.
- Nondisclosure. The Service Provider shall not disclose Pathfinder’s Confidential Information to any third party.
- Return or Destroy. Upon completion of the Service Provider or at the written request of Pathfinder, the Service Provider shall return to Pathfinder, all Confidential Information and all copies thereof if in written or other tangible form. Where impractical to return copies, such copies shall be destroyed.
- Term. This Agreement shall be effective as of the date first written above and shall continue in effect for the Consultancy; provided, however, that the obligations and restrictions contained in this Agreement shall survive the termination or expiration of this Agreement.
- Miscellaneous. This Agreement shall be governed and construed in accordance with the laws of The Commonwealth of Massachusetts.
IN WITNESS WHEREOF, the parties hereby have caused this Confidentiality Agreement to be executed as an agreement under seal as of the date first written above.
Signature: Name:
Date:
Annex C
Independent Contractor Agreement (ICA) Terms and Conditions
Relationship: It is understood and agreed that the Contractor is furnishing services to Pathfinder International as an Independent Contractor, and nothing contained in the Agreement between Pathfinder and the Contractor shall create any association, partnership, joint venture, employer-employee or agent-principal relationship.
Confidential Information: Each party shall treat as confidential all information obtained from the other during the course of performance under the Agreement. Neither party shall disclose such information without prior written consent of the other, unless compelled to do so by law. All confidential information disclosed or otherwise made known to the Contractor as a result of the services remains the sole property of Pathfinder.
Intellectual Property: The title to all Intellectual Property rights in or in relation to material created during the course of the services, including but not limited to designs, works of authorship, analyses, reports, improvements or processes, vests in Pathfinder upon its
creation. These rights include title and interest in patent, copyright, trademark and other proprietary rights. At its sole discretion, Pathfinder may grant to the Independent Contractor, a limited, royalty-free license to use material developed under this Agreement. In addition, nothing in this Agreement shall supersede the rights of donors supporting Pathfinder’s work.
Non-Compete: While this Agreement is in effect, the Independent Contractor shall not perform similar services with any party directly or indirectly in competition with Pathfinder without giving prior notice to and obtaining written consent from Pathfinder.
Assignment: The Independent Contractor may not assign its rights or responsibilities under this Agreement without the prior written consent of Pathfinder.
Indemnification: Independent Contractor will indemnify and hold Pathfinder, its employees, and its customers harmless from all penalties, damages and expenses, including attorneys’ fees, incurred by Pathfinder and/or its customers (whether or not the agreement is canceled) caused by or arising out of Independent Contractor’s breach of any term of this Agreement including, without limitation, the timely performance thereof.
Termination for Convenience: Pathfinder International reserves the right to terminate this Agreement or any part hereof for its sole convenience. In the event of such termination, the Independent Contractor shall immediately stop all work hereunder. Subject to the terms of this Agreement, the Independent Contractor shall be paid for services rendered up to the time of termination.
Termination for Cause: Pathfinder International may terminate the Agreement or any part thereof, for cause in the event of any default by the Independent Contractor, or if the Independent Contractor fails to comply with any term or condition of the Agreement, or fails to provide Pathfinder upon request with adequate assurance of future performance, or in the event of termination of funding or the prime award for convenience. In the event of termination for cause, Pathfinder shall not be liable to the Independent Contractor for any amount for services not accepted, and Independent Contractor shall be liable to Pathfinder for any and all rights and remedies provided under the Agreement or by law. If it is determined that Pathfinder improperly terminated the Agreement for default, such termination shall be deemed a termination for convenience.
Waiver: Failure of Pathfinder to enforce at any time or for any period of time any of the provisions of this Agreement will not constitute a waiver of such provisions or of the right of Pathfinder to enforce each and every provision.
Inspection/Acceptance: Prior to acceptance, all Deliverables will be subject to review and approval by Pathfinder. Pathfinder’s Assignment Manager will promptly inform the Independent Contractor whether deliverables, reports or other outputs are accepted.
Pathfinder may require additional work or changes in the deliverables prior to acceptance.
Invoice Requirements: Independent Contractor shall submit an invoice for work performed immediately upon completion, and in no case later than 60 calendar days after the end date of this Agreement. Each invoice shall include: (a) the Independent Contractor’s name and address, dates and number of days of performance and amount of payment requested as
fees for service; and (b) a description of the deliverables or services for which payment or reimbursement is sought. Upon acceptance of the deliverables or services and submission and acceptance of the Independent Contractor’s expense report, if any, Pathfinder will make payment within 30 days of receipt of the invoice.
For assignments of greater than 90 days’ duration, the Independent Contractor may submit interim invoices on a schedule to be agreed upon with the Assignment Manager for this assignment.
Billing Policies: a) Payment shall be on a daily fee basis. Pathfinder will not pay for more than one eight hour day in any 24 hour period.
b) Independent Contractor may bill for not more than one day during travel status in each direction to or from assignment.
Expense Report: The Independent Contractor shall be reimbursed for properly documented travel and other expenses incurred in direct support of services performed under this agreement. Travel and other expenses must comply with Pathfinder’s travel policies and procedures for reimbursement, including submission of the Travel Expense Voucher (TEV) forms provided by Pathfinder. Expense reports submitted later than 15 calendar days after the end date of this Agreement will not be paid.
Modifications: The scope of work and other terms and conditions contained in this Agreement shall not be added to, modified, superseded or otherwise changed except by written modification.
Disputes: Any dispute or disagreement which cannot be resolved by Pathfinder and the Contractor after good faith efforts, and any controversy, claim or dispute otherwise arising out of or in connection with this Agreement or breach thereof will be subject to arbitration in accordance with the rules of the American Arbitration Association. This Agreement is governed by and construed under the laws of the Commonwealth of Massachusetts, U.S.A.
Entire Agreement: This Agreement supersedes all prior oral or written agreements, if any, between the parties concerning the work under this Agreement and constitutes the entire agreement between the parties with respect to the work to be performed under this Agreement.
