Request for Quotation for  Office Cleaning Services

Date of Request for Quotation:	9th, March 2026
Deadline for Submission of Quotation:	13th March, 2026
Details of contact at Tearfund:
Email address:	[email protected]
Phone number:	+234 8063455519

Quotes should be submitted by email to [email protected]. Any contract formed with a service provider will be based on Tearfund’s standard terms and conditions. 

Overview

Title:	Tearfund Nigeria  Office Cleaning/Sanitation to Outsourced Company
Summary of project	A dedicated professional cleaning company will be responsible for delivering specialized expertise and higher-quality cleaning standards. Their trained staff will follow modern, safe sanitation protocols and use industrial-grade, eco-friendly equipment to ensure effective and environmentally responsible cleaning. The company is committed to delivering excellent, uninterrupted service on a consistent basis.   The initial service engagement will be for a duration of six months, after which performance will be reviewed.
Location and region:	Abuja and Jos, and any future Tearfund field office in Nigeria
Abuja office	●	11 Rooms
	●	8 Toilets
	●	1 Kitchen
	●	1 Conference Room
	●	1 Environment (Office Compound)
Jos Office	●	2 Rooms
	●	3 Toilets
	●	1 Kitchen
	●	1 Conference Room
	●	1Environment (Office Compound)

Scope of Work:

1. General Cleaning & Surface Maintenance (Daily)

• Surface Disinfection: Sanitize all high-touch points, including door handles, light switches, elevator buttons, and stair railings.
• Glass and Mirror Cleaning: Remove fingerprints and smudges from glass doors, windows, and board room partitions.
• Electronics Cleaning: Wipe down telephones, keyboards, and computer monitors.
• Dusting: Wipe down desks, shelves, file cabinets, window sills, and picture frames. ● Floor Care: Sweep/mop hard floors and Vacuum carpeted areas where applicable.

2. Restroom Sanitation (Daily/Multiple Times Daily) 

• Disinfection: Scrub and sanitize all toilets, urinals, sinks, and countertops.
• Refilling Supplies: Restock toilet paper, paper towels, hand soap, and sanitary products.
• Surface Cleaning: Clean all mirrors and wipe down partition walls. ● Floor Maintenance: Mop all floors using a disinfectant solution.

3. Waste Management (Daily)

• Trash Removal: Empty all wastebaskets and recycling bins from offices and common areas.
• Liner Replacement: Replace trash liners in all bins.
• Hazardous Waste: Handle and dispose of all hazardous materials according to established safety protocols.

 4. Kitchen Cleaning (Daily)

• Appliance Cleaning: Clean the interior and exterior of microwaves, refrigerators, and toaster ovens.
• Surface Sanitation: Wipe down countertops, tables, and chair backs.
• Sink Maintenance: Clean and sanitize the sink and faucet.
• Dish Handling: Load and unload dishwashers or wash dishes in the sink.

5. Detailed & Deep Cleaning (Bi-weekly) 

• High Dusting: Removing dust from AC vents, cabinets and high shelves.
• Hard Floor Maintenance: Machine scrubbing, washing, stripping, of hard floors outside office rooms or the compound
• General compound cleaning: sweeping, deep washing of compound floors and dusting of outside walls and gates. Cut grasses and ensure external environment is well kept
• Carpet Care: Deep cleaning, steaming, or shampooing carpets to remove stubborn stains.
• Upholstery Cleaning: Vacuuming and cleaning chairs and couches.
• Baseboards and Walls: Wiping down baseboards and spot-cleaning walls.

. 6. Specialized & Additional Tasks

• Reception Area Care: Ensuring the lobby remains immaculate by straightening magazines and polishing furniture.
• Day Porter Services: Providing onsite cleaning during business hours to manage immediate needs, spills, and restroom maintenance.
• Light Maintenance: Changing light bulbs and reporting any facility issues, such as leaks or damage, to management.
• Exterior Maintenance: Cleaning entrance area, sweeping walkways, and removing debris from parking areas.

 Safety and Compliance

• We must adhere to all safety standards for handling cleaning chemicals.
• Ensure the proper use of Personal Protective Equipment, including gloves and masks.
• Conduct regular inspections to ensure all standards are maintained.
• Report any maintenance issues, safety hazards, or potential problems to supervisors. 

Requirements:

• Detailed proposal, including  experience, team and a fee structure (fixed or hourly).

• Corporate Affairs Commission (CAC) under the Companies and Allied Matters Act 
• The Environmental Health Officers Registration Council of Nigeria (EHORECON) certification is crucial, as it validates the company’s competence in hygiene and safety standards.
• Evidence of valid Income Tax Clearance Certificates (usually for the last 3 years).
• Current Pension Compliance Certificate, Industrial Training Fund (ITF) Compliance Certificate, and Nigeria Social Insurance Trust Fund (NSITF) Compliance Certificate.
• Proof of insurance policy covering public liability and damage to property. 
• At least 3 references or letters of awards/job completion certificates from similar jobs in the last 5 years.
• A verifiable physical office address.
• Evidence that they have trained, uniformed, and adequately supervised staff.
• Replacement Policy: Assurance of available reserve employees for replacements due to absence or unsatisfactory performance.

    4. Application Procedure

● Candidates should submit the following information within their application on or before 13/03/2026 to [email protected] and cc [email protected] and [email protected]

Note: Late and incomplete applications will not be considered.

Experience in working with international and national NGOs and UN organisations, or with government authorities at national level is an added advantage

We look forward to receiving your quotation.