1. Introduction
AATF (African Agricultural Technology Foundation) is an international not-for-profit organization that facilitates public-private partnerships to enhance food security and livelihoods of smallholder farmers in Sub-Saharan Africa. AATF collaborates with governments, technology owners, NGOs, and seed companies to provide agricultural innovations that improve wealth and health for African communities.
2. Purpose
AATF is seeking the services of a competent and experienced cleaning company to provide professional cleaning services at its Abuja office. The cleaning company will be responsible for maintaining high hygiene standards in all designated areas.
3. Objectives of the Assignment
To ensure AATF premises are always clean, hygienic, and conducive for staff and visitors.
4. Scope of Work
The cleaning service provider shall be required to perform daily, weekly, and periodic cleaning tasks, including but not limited to:
- Daily Cleaning Tasks (Monday to Friday):
- Sweeping and mopping all tiled and hard floor areas
- Vacuuming carpets and rugs
- Emptying and cleaning waste bins and replacing liners
- Cleaning and disinfecting all bathrooms and toilets
- Cleaning and sanitizing kitchen, pantry, and common areas
- Dusting desks, chairs, windowsills, and equipment
- Cleaning glass surfaces, including doors and interior windows
- Replenishing toiletries and cleaning materials (e.g., soap, tissue, air fresheners)
- Weekly Tasks:
- Dusting high surfaces and hard-to-reach areas
- Deep cleaning of restrooms
- Polishing stainless steel surfaces and furniture where applicable
- Cleaning window blinds and air conditioner vents
- Vacuuming carpets and rugs
- Monthly Tasks:
- Cleaning exterior windows (within reach)
- Steam cleaning or deep vacuuming of carpets (where applicable)
- Power washing outdoor areas if required
5. Duration of Assignment
The cleaning contract will be for an initial period of 12 months, renewable based on satisfactory performance and mutual agreement.
6. Personnel Requirements
The service provider must:
- Provide staff who are of legal adult age
- Provide two trained, uniformed, and well-supervised cleaning staff
- Assign a supervisor who will serve as the liaison with AATF’s Admin Officer
- Ensure staff maintain professionalism, punctuality, and confidentiality
7. Equipment and Materials
The contractor will:
- Provide all cleaning equipment, materials, and supplies
- Provide all equipment in good condition and suitable for a corporate office setting
- Provide and prefer environmentally friendly cleaning products
8. Office Premises Coverage
Cleaning services will cover:
- Offices (individual and shared)
- Reception and waiting areas
- Conference and meeting rooms
- Restrooms
- Kitchen and pantry areas
- Hallways, staircases, and entryways
- Any other areas as designated by AATF
9. Reporting & Supervision
- The cleaning company will report directly to AATF’s Administrative Assistant.
- Daily checklists must be signed off by a designated AATF staff
- Any issues (e.g., maintenance problems or broken items) must be reported immediately to the Administrative Assistant.
10. Vetting & Evaluation Criteria
The following factors shall be considered.
- Company profile and experience
- Technical proposal
- Reference from previous clients
- Availability of equipment and trained staff- The contractor should have adequate reserve employees for replacement unsatisfactory performance, absence, leave cover or any other reason.
- Replacement or withdrawal of employees MUST be communicated to AATF Admin Assistant. A meeting to discuss and agree on intended change of employee(s) should be arranged before any change takes place.
- Detailed Financia/Cost proposal
11. Health & Safety Requirements
The contractor must comply with all relevant Nigerian occupational health and safety regulations and ensure that all cleaning practices do not pose any health risk to AATF staff or visitors.
12. Performance Metrics
- Timeliness of daily tasks
- Cleanliness quality ratings
- Staff attendance and professionalism
- Responsiveness to issues
- Adherence to cleaning schedules
- Monthly performance reports submitted on time
13. Submission Requirements for Bidders
Interested and eligible firms must submit:
- Copy of Certificate of Registration/Incorporation
- Valid Tax Clearance Certificate
- Evidence of compliance with relevant national regulations (e.g., pension, social security, and employee welfare requirements)
- Proof of physical office address and contact details
- Company profile indicating ownership, management structure, and years of operation
- Demonstrated experience in providing professional cleaning services, particularly within corporate or international development environments
- At least three (3) verifiable references from similar assignments within the last five years
- The financial proposal must be presented in Nigerian Naira (NGN)
- Provide a clear cost breakdown (e.g., labor, materials, equipment, overheads)
- Indicate all applicable taxes and statutory deductions
- Be valid for a minimum of 90 days from the submission deadline
14. Submission Deadline
All proposals should be submitted electronically to Procurement@aatf-africa.org before or on 20th February 2026 with the subject line “Cleaning Services at AATF Nigeria Office – Abuja”.
Only companies with proven operational capacity, including personnel and supervision, to deliver the cleaning services in Abuja, Nigeria are advised to apply.
15. Terms and Conditions of the proposal
AATF reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal. AATF reserves the right not to make any appointment from the proposals submitted.
Service providers shall not make available or disclose details pertaining to their Project proposal with anyone not specifically involved, unless authorized to do so by AATF. Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without prior written approval.
AATF Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. AATF reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.
We thank all applicants for their interest. Only candidates advancing in the process will be contacted.
16. Confidentiality statement
All data and information received from AATF for the purpose of this assignment are to be treated confidential and are only to be used in connection with the execution of these Terms of Reference. All intellectual property rights arising from the execution of these Terms of Reference are assigned to AATF.
