Compliance Checklist for Cleaning Tenders: Chemicals, Labor, and Safety

The cleaning sector is one of the most competitive in South Africa. Because it is highly labor-intensive and involves close contact with public infrastructure, the government enforcement of labor and safety laws is extremely strict. To win a cleaning tender, you must move beyond just 'providing a quote'—you must prove your business is legally and technically compliant. Use this checklist as your final 'pre-submission' guide.

1. Labor Compliance: The Bargaining Council

In the cleaning industry, you cannot simply pay 'minimum wage.' You must comply with the <strong>National Bargaining Council for the Contract Cleaning Industry (NBCCCI)</strong>. Your bid must include:

• <strong>Certificate of Compliance:</strong> Proof that you are up to date with levies and provident fund contributions for your staff.
• <strong>Pricing Schedule:</strong> Your quote must reflect the legislated hourly rate. Bidding anything lower is an illegal practice and will lead to an immediate disqualification.

2. Chemical Compliance: SABS and MSDS

Government departments are increasingly focused on environmental safety. Your technical pack should contain:

• <strong>SABS 1828 & SABS 1853:</strong> Proof that your chemicals are food-safe and disinfectant-compliant if required.
• <strong>Material Safety Data Sheets (MSDS):</strong> Detailed sheets for every chemical that will be stored on the client's site.
• <strong>Eco-Friendly Proof:</strong> Many 'green' tenders now require proof that your detergents are biodegradable.

3. The Safety File (OHS)

As a cleaning contractor, your staff are at risk of chemical exposure and ergonomic injury. You must provide:

• <strong>COIDA Letter of Good Standing:</strong> Necessary for the bid to even be registered.
• <strong>Public Liability Insurance:</strong> Typically a minimum of R1 million for small offices and R5 million+ for large complexes.
• <strong>Personal Protective Equipment (PPE) Plan:</strong> List of gear provided to staff (gloves, masks, color-coded mops).

Final Submissions Checklist

Conclusion

Winning in the cleaning sector is a marathon of compliance. By maintaining your Bargaining Council status, ensuring your chemicals meet the highest SABS standards, and keeping your safety files ready, you eliminate the risk of disqualification. Remember, the evaluation of cleaning tenders is 80-90% based on your ability to prove you are a responsible employer and a technical expert in hygiene. Use this checklist on every bid to ensure your technical quality is never questioned.