Introduction
Afrobarometer (AB) is a pan-African, nonpartisan, nonprofit research network that tracks political, economic, and social conditions in Africa. AB envisions a world in which Africa’s development is anchored in the realities and perspectives of its citizens. AB provides high-quality data and analysis on citizens’ evaluations and experiences of democratic governance and quality of life. The data are provided as a public benefit and are freely available to governments, policymakers, policy advocates, civil society organizations, academics, news media, donors and investors, and ordinary Africans.
Launched in 1999 in 12 countries, AB has completed more than 300,000 interviews in survey rounds in 42 African countries. AB currently conducts face-to-face computer-assisted interviews in the language of the respondent’s choice with nationally representative samples. Effective analysis and communication of survey findings, as well as capacity building for survey research, analysis, and communications skills, are integral parts of AB’s work.
Background
The AB office, located in Adjiringanor, Accra, consists of single offices, open workspaces, meeting rooms, a conference room, washrooms, a pantry, and outdoor areas. AB requires a professional cleaning service provider capable of delivering high-quality daily and periodic cleaning services, aligned with modern health, safety, and environmentally responsible standards.
Scope of work
The cleaning service provider will be responsible for the following services:
- Daily Cleaning Services
- The service provider shall ensure the following tasks are performed daily:
- Cleaning and disinfecting all office spaces, meeting rooms, and the conference room.
- Emptying, cleaning, and removing trash and recyclables.
- Cleaning and restocking bathrooms with consumables.
- Mopping, vacuuming, and disinfecting floors.
- Dusting and wiping down furniture, work surfaces, fixtures, windowsills, and partitions.
- Cleaning the pantry, including sinks, countertops, cabinets, and appliances.
- Ensuring high-touch points (e.g., door handles, switches, printers) are disinfected.
- Periodic Cleaning Services
- Deep cleaning of all floors, including polishing and carpet shampooing.
- Cleaning of interior windows and glass partitions.
- High-level dusting of ceilings, vents, light fixtures, and fans.
- Deep sanitisation of shared office equipment.
- On-demand cleaning for spills, accidents, or urgent needs outside routine schedules.
- Outdoor Cleaning Services
- Sweep and maintain the cleanliness of outdoor walkways, parking areas, and entryways.
- Regularly clean the building’s exterior windows and glass doors.
- Supplies and Consumables Management
- Maintain adequate inventory of cleaning materials and consumables (soap, tissues, detergents, sanitizers).
- Provide a schedule for restocking.
- Use eco-friendly, non-toxic, and biodegradable cleaning agents where possible.
- Incident Response and Reporting
- Document and report all incidents, accidents, damages, or safety hazards to AB’s HR & Administration Manager.
- Maintain an incident log accessible to AB on request.
Deliverables
The selected provider must provide:
- Detailed daily, weekly, and monthly cleaning schedules.
- A list of approved cleaning supplies and equipment (eco-friendly where possible).
- Staff deployment and supervision plan.
- Incident and task completion reporting templates.
- Monthly performance reports and participation in review meetings.
Contract duration
The contract will be for an initial period of one (1) year, renewable based on:
- Satisfactory performance
- Compliance with contractual requirements
- AB’s operational needs and budget availability
Proposal requirements
Qualified cleaning service providers are invited to submit a proposal that includes:
- Company Profile: Background information on the company, including experience in office cleaning services and a list of clients served.
- Approach and Methodology: Outline of the cleaning strategy, including steps to ensure consistent quality and hygiene. In line with AB’s commitment to sustainability, the service provider must demonstrate alignment with sustainable cleaning practices.
- Staff Qualifications: Information on the training and qualifications of cleaning personnel.
- Equipment and Supplies: List of cleaning equipment and supplies to be used, with a focus on efficiency and environmental sustainability.
- Compliance and Certifications: Evidence of compliance with relevant Ghanaian health, safety, and labor regulations.
- Cost Estimate: Detailed budget, including labor, equipment, and consumables.
- References: Contact details for at least three clients from similar projects who can vouch for the provider’s reliability and quality of work.
Evaluation Criteria
Proposals will be evaluated based on:
- Experience and Expertise: Proven track record in providing office cleaning services.
- Proposed Solutions: Demonstrated understanding of AB’s needs and innovative cleaning methods.
- Cost Competitiveness: Reasonable and transparent pricing for the proposed scope of work.
- Staff Training and Availability: Qualifications and reliability of cleaning personnel.
- References: Positive feedback from previous clients on quality of service.
Proposal submission
All proposals must be electronically submitted in PDF format to contact@afrobarometer.org no later than December 19, 2025. Late submissions may not be considered for evaluation.
Questions and clarifications
Any inquiries or requests for clarifications regarding this RFP should be directed to contact@afrobarometer.org no later than December 5, 2025.
NB: Afrobarometer reserves the right to reject any or all proposals, request additional information, conduct negotiations with shortlisted vendors, award the contract either in whole or in part, and cancel the RFP without obligation.
Thank you for your interest in providing professional cleaning services to Afrobarometer. We look forward to receiving your proposal and partnering with a vendor committed to maintaining a clean, safe, healthy, and sustainably managed working environment.