Request for Proposal (RfP) for the Provision of Cleaning Services at Mercy Corps Nigeria

We invite suitably qualified companies to submit proposals for:

Title: Request for Proposal (RfP) for the Provision of Cleaning Services

Locations: Abuja, Katsina, and Maiduguri - Borno
Employment Type: Contract

Purpose / Project Description

• The purpose of this engagement is to maintain a clean, sanitary, and conducive office environment by outsourcing a professional cleaning company.
• The selected company will provide trained staff, cleaning supplies, and protective gear while carrying out daily and periodic cleaning of the office space.

Supplier / Vendor Objectives:

• Ensure a consistently clean and hygienic office environment.
• Provide safe and professional cleaning services in compliance with occupational health and safety standards.
• Supply uniforms, cleaning supplies, and protective equipment for their personnel.

Supplier / Vendor Deliverables
The Cleaning Company will:

• Deploy trained and uniform cleaning staff as requested by MCN to work for stipulated hours per day.
• Provide protective gear (gloves, masks, aprons, safety shoes).
• Supply all cleaning equipment, detergents, disinfectants, and toiletries.
• Carry out daily cleaning of offices, toilets, and the conference room (sweeping, mopping, dusting, wiping furniture, emptying bins, and restocking toiletries).
• Clean and sanitize toilets and fixtures daily.
• Conduct weekly deep cleaning of toilets and washrooms.
• Perform monthly window and blind cleaning.
• Provide any additional cleaning support as requested by Mercy Corps Administration
• Deliver a clean, safe, and hygienic work environment at all times.
• Ensure uninterrupted cleaning services through adequate staffing and supervision.
• Maintain consistent supply of cleaning materials and toiletries, which will be certified by the focal operations persons.

Timeframe / Schedule:

• Services to be provided daily during working hours for an initial 7 hours per day on a contract period of 1 year subject to performance-based renewal.

The Supplier / Vendor will report to:

• Operations Manager, Mercy Corps

Required Experience & Skills

• 3 - 5 years of experience in relevant technical field (required)
• Proven experience in providing professional cleaning services for offices, preferably INGO organizations.
• must demonstrate the capacity to provide nationwide coverage. In cases where Mercy Corps Nigeria establishes an office or require service in a state where the provider does not have an existing branch, the provider will be required to deploy cleaning personnel to that office, ensuring service availability across all states in Nigeria.
• Ability to supply and manage trained cleaning staff.
• Capacity to provide cleaning supplies, uniforms, and protective equipment.
• Knowledge of occupational health and safety standards.
• Strong supervision and reporting mechanisms.

Cost Breakdown

Application Closing Date
19th September, 2025.

How to Apply
Interested and qualified companies should send the following documents in one email to: ng-quotations@mercycorps.org using the Title as the subject of the email.

Statutory Documents:

• Certificate of Incorporation with Corporate Affairs Commission (CAC).
• Valid Tax Clearance Certificate (TCC) for the last three years.
• Registration with relevant bodies

Financial Proposal:

• Detailed cost proposal using the provided cost breakdown format
• Validity period of quotation (minimum 3 months).

Technical Proposal / Experience:

• Proven experience in providing professional cleaning and janitorial services for offices, preferably International NGOs or donor-funded organizations.
  • Attach evidence such as contracts, Purchase Orders, or reference letters from reputable organizations.
• Evidence of similar services across multiple locations in Nigeria (to demonstrate capacity).
• Health, Safety, and Environment (HSE) compliance measures, including staff training, use of PPE, and environmental-friendly cleaning methods.

Company Profile & Capacity:

• Organizational profile (showing ownership, key personnel, and company organogram).
• Details of office branches and operational presence across Nigeria as well as ability to deploy staff within 48hrs notice to new offices as they pop up nationwide.
• Capacity to provide and manage own cleaning staff and supplies.
• Staffing plan (number of cleaners per office, supervisors, backup/replacement system).
• Bank reference letter to demonstrate financial capacity.
• Evidence of liability insurance coverage for cleaners.
• Company policies on staff conduct, grievance redress, and safeguarding.