Family Health International (FHI 360)- Request For Proposal (RFP) For The Provision Of Outsourced Support Services (6 Lots)

DEADLINE: 19TH SEPTEMBER, 2025
FAMILY HEALTH INTERNATIONAL (FHI 360)
REQUEST FOR PROPOSAL (RFP) FOR THE PROVISION OF OUTSOURCED SUPPORT SERVICES- COOKS, CLEANERS, FACILITY ASSISTANTS, AND WAREHOUSE CLERKS IN MAIDUGURI, BORNO STATE

1. Introduction
Family Health International (FH1360) is a not-for-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes expert in health, education, nutrition, environmental, economic development, civil society, gender equality, youth, research, and technology, creating a unique mix of capabilities to address today’s interrelated development challenges. FH1360 is implementing the USAID’s Bureau of Humanitarian Assistant (BHA), Strengthening Humanitarian Assistance and Building Community Resilience in North-East Nigeria (NE_CORE) to provide acute needs of internally displaced persons (IDPs) in Borno State through the provision of integrated health and nutrition, protection, and WASH programming.

The FHI 360 Nigeria Crisis Response Team is inviting your organization to submit a proposal for the provision of outsourced support services at our Maiduguri operations both office and guesthouse. These services are essential to ensure the smooth running of daily activities and include roles such as cooks, cleaners, facility assistants, and warehouse clerks.

Below are the required Positions

2. List of required Positions/number per position:

3. Scope of Work:
The selected vendor will be responsible for providing services as stated in subsequent paragraphs

Special Condition:
As part of this engagement, a successful vendor will be required to absorb the existing staff currently deployed at our Maiduguri facilities. This is to ensure continuity of service and minimize disruption to operations.

4. Vendor Expectations:

• Demonstrated experience in providing support services to organizations of similar size and scope
• Adequate staffing with trained and uniformed personnel
• Provision of all necessary cleaning materials and equipment
• Compliance with health, safety, and environmental standards
• Ability to respond to urgent cleaning needs or special requests
• Strong supervision and quality control mechanisms

5. Submission Requirements
Vendors are requested to submit:

• Company profile and relevant experience
• Detailed staffing and management plan
• Financial proposal including cost breakdown
• The timeline for onboarding and service commencement should be with immediate effect
• Documentation of legal registration and tax compliance

6. Evaluation Criteria

• Technical capacity and relevant experience
• Proposals will be evaluated based on:
• Cost-effectiveness and value for money
• Ability to absorb and manage existing staff
• Compliance with regulatory requirements
• References from previous clients

7. Submission Instructions
All proposals should be submitted to nprocurement@fhi360.org. Deadline for submission of quote on or before 2:00pm, Thursday 19th Sept 2025. Late submissions will not be considered.

For further inquiries, please send an email to NE_Core_Procurement@fhi360.org

Please note:

• Issuance of this advert in no way constitutes a commitment by FHI360 to any Applicant.
• FHI 360 reserves the right to vary any part of this advert at the time of the award if it becomes necessary.
• FHI360 is Value added Tax (VAT) exempted, but carryout Withholding Tax (WTH) deduction on commercial transactions in compliance with relevant Nigerian laws.

Safeguarding policy-FHI 360 is committed to provide a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protecting vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel FHI 360 abides by child safeguarding principles. FHI 360’s Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order

JOB DESCRIPTION

WAREHOUSE CLERK’S JOB DESCRIPTION
1. Always ensure safety & security of goods in the storage facility.

2. Input new information into database systems.

3. Create and manage spreadsheets.

4. Control the data probity by performing comparative analysis of different sources.

5. Regularly update existing database system records Retrieve data as requested.

6. Verify quantities of goods delivered, inspect for damage, and notify the warehouse officer.

7. Prepare and maintain records concerning the receipt and issuance of materials.

8. Oversee daily worker activities/and ensure strict access to their movement.

9. Ensure workspace is clean and tidy including the convenient

10. Ensure the use of Tags and stack card in the warehouse.

11. Perform periodic spot checks and reconciles with inventory records.

12. keep track of inflow and out flow accurately.

13. Carry out pre-cargo inspection & post cargo review.

14. Report any incident or accident within 12 hrs of notice the stipulated.

15. Performs any other duties as assigned.

CLEANER/COOKS’ JOB DESCRIPTION
1. Will be responsible for sweeping, scrubbing, and mopping floors

2. Will be responsible for dusting and polishing furniture and fittings

3. Will be responsible for emptying and cleaning trash containers

4. Will be responsible for disposing of trash in a sanitary manner

5. On a routine basis, you will be responsible for cleaning wash basins, tubs, and showers

6. Will be responsible for wiping down glass surfaces.

7. Will be responsible for making up Beds and changing bed linens as required

8. Will be responsible for maintaining all cleaning equipment and materials in a safe and sanitary working condition.

9. Will be responsible for Sorting, washing, loading, and unloading laundry.

10. Will be responsible for ironing and pressing clothing and linen

11. will be responsible for going to the market and purchasing food for cooking with money provided to you by FHI 360 staff on a weekly basis

12. Will be responsible for transporting food items from the market to the guesthouse

13. Will be responsible for preparing lunch and dinner 6 days per week (Monday Saturday) for staff staying in the guesthouse.

14. After cooking, you will ensure that the kitchen and dishes are clean, food is stored properly, ensure rubbish has been removed and the surrounding area is always clean

15. Any other duty as may be assigned by your supervisor

FACILITIES ASSISTANT’S JOB DESCRIPTION.
Your duties and responsibilities include:

1. Receive & Monitor fuelling of generators at all FHI360 facilities in Maiduguri and ensure records of fuel consumptions are documented accurately on generators log sheets & bin cards.

2. Track Generator routine maintenance in FHI360 facilities in BOSO & Guest house.

3. Carry out proactive maintenance of FH1360 assets and facilities. This may include Air conditioners, water dispensers, working rooms/spaces, doors, windows, hand washing facilities, latrines, electrical and plumbing etc.

4. Submit accurate records for maintenance expenses monthly.

5. Maintain all necessary documentations on generator maintenance and file them accordingly to FHI360 guidelines.

6. Facilitate the collection and dispatch of diesel to FHI360 facilities.

7. Respond to maintenance requests shared by staff across FHI360 facilities promptly ensuring full resolution of problems within the agreed stipulated time.

8. Prepare weekly and monthly report on generator fuel consumption and allocation across FH1360 facilities and share with maintenance officer.

9. Prepare proactive maintenance plan for FHI360 assets/properties and facilities and submits to the maintenance officer for approval monthly.

10. Tag newly supplied Equipment and keep track record.

11. Supervise and monitor maintenance works contracted to third parties.

12. Any other duty assigned. The Facility Officer and/or his delegates will be responsible for your supervision, guidance, and support while you are working on these activities. In addition, they will provide you with specific work assignments including specific targets and dates, monitor your activities, review your deliverables, and authorize your facilitation.