The Homeowners Association (HOA) manages a mixed-use high-rise building comprising residential and commercial units. To maintain hygiene, cleanliness, and a pleasant living environment, the Association seeks to engage a professional cleaning service provi

TERMS OF REFERENCE (TOR) / REQUEST FOR QUOTATION (RFQ) FOR PROVISION OF BUILDING CLEANING SERVICES  1. Background

The Homeowners Association (HOA) manages a mixed-use high-rise building comprising residential and commercial units. To maintain hygiene, cleanliness, and a pleasant living environment, the Association seeks to engage a professional cleaning service provider.

The building structure is as follows:

• Basement: B2 levels (parking and utility areas)

• Ground to 2nd Floor: Commercial units

• 3rd to 20th Floors: Residential units

• 21st Floor: Open terrace used for residents’ events

The building consists of four blocks (A, B, C, and D):

• Blocks A & B are interconnected

• Blocks C & D are interconnected

• Each block contains 90 residential units 

2. Objective

The objective of this TOR/RFQ is to procure a qualified and experienced cleaning service provider to ensure consistent, high-standard cleaning and sanitation services throughout the building premises.

3. Scope of Services

The service provider shall be responsible for delivering comprehensive cleaning services, including but not limited to:

3.1 General Cleaning

• Sweeping, mopping, and vacuuming of floors in common areas

• Dusting and wiping of surfaces, railings, and fixtures

• Cleaning of doors, windows, and glass surfaces in common areas

• Waste collection and disposal

3.2 Area Coverage

Cleaning services shall cover:

• All Blocks (A, B, C, D)

• Residential common areas (corridors, staircases, lobbies from 3rd–20th floors)

• Commercial common areas (Ground–2nd floors)

• Basement parking areas (B2 levels)

• Elevators and lift lobbies

• External surroundings (entrances, walkways, and compound areas)

• 21st floor terrace (before and after events)

3.3 Specialized Cleaning

• Deep cleaning (periodic)

• Floor polishing and scrubbing

• Glass façade cleaning (if applicable)

• Disinfection and sanitation of high-touch areas

• Waste management and bin cleaning

3.4 Event Cleaning (21st Floor Terrace)

• Pre and Post-event cleaning and preparation

• On-demand cleaning during events (if required)

• Post-event cleaning and waste removal

4. Staffing Requirements

The bidder shall propose an appropriate staffing structure, including:

• Number of cleaners per shift

• Supervisors

• Specialized cleaning staff (if applicable)

• Work schedules (daily, weekly, periodic tasks)

Note: The staffing plan must align with the size and usage of the building. 

5. Materials and Equipment

The service provider shall:

• Provide all necessary cleaning equipment and tools

• Specify cleaning chemicals and materials to be used

• Ensure use of safe, environmentally friendly, and approved cleaning products

6. Deliverables

The selected service provider shall provide:

• Daily cleaning schedules and logs

• Monthly performance reports

• Incident/issue reports (if any)

• Attendance and deployment records

7. Pricing Requirements

Bidders must submit a detailed and itemized financial proposal, clearly indicating all cost components.

7.1 Price Submission Table

7.2Additional Requirements

•Clearly indicate whether prices are inclusive or exclusive of VAT

•Provide details/specifications of cleaning materials and equipment

•Specify frequency of services included in the pricing

•Highlight or Specify any optional discounts or additional services

•Site Visit

8.Eligibility Criteria

Interested bidders must fulfill the following:

•Valid business license and registration

•Proven experience of 5 Years in large-scale residential/commercial cleaning services

•Availability of trained staff and adequate equipment

•Good track record with verifiable references

•Compliance with occupational health and safety standards

9.Evaluation Criteria

Proposals will be evaluated based on:

•Technical approach and methodology

•Staffing plan and service coverage

•Experience and past performance

•Cost-effectiveness and transparency

•Quality assurance mechanisms

10.Timeline

•Bid Submission Deadline: June 06, 2026

•Evaluation Period: Five Days after Deadline

•Contract Start Date: Immediately after award letter is issued.

•Contract Duration: 1 year with a potential of being renewable

11.Submission Requirements

Bidders are required to submit:

•Technical proposal (methodology, staffing plan, schedule)

•Financial proposal (completed price table)

•Company profile and legal documents

•References of similar assignments

Submission Address:

Submissions should be delivered to: Email Address - Alsammexicohoa@gmail.com with a password encryption which will be submitted on Bid opening day.

12. Terms and Conditions

• The HOA reserves the right to accept or reject any proposal without obligation

• All costs related to proposal preparation shall be borne by the bidder

• The selected provider will enter into a formal service agreement

• Payment terms will be defined in the contract agreement

13. Contact Information

For inquiries and clarifications, please contact: Nathan Nebiyou - Property Manager

+251969-26-18-19

Email - Alsam.hoa.pm@gmail.com (for sending Clarification)

Tender details

• Deadline: 2026-06-06
• Bid closing time: 17:00
• Bid opening: 2026-06-06 17:00
• Bid opening (note): No Specific Opening Date and Time
• Region: Addis Ababa
• Publishing entity: Homeowners Association of Alsam Mexico No.1 Apartment Building
• Published: May 25, 2026
• Posted at: 2026-05-25T09:02:13.000Z