36-Month hygiene maintenance & sanitary disposal services contract for bcmda (buffalo city metropolitan development agency)

• Tender documents available for download from www.bcmda.org.za: 22 May 2026.
• Deadline for queries and clarifications: 15 June 2026.
• Closing Date and Time: 22 June 2026 at 12:00 noon.

• For bidding procedure enquiries and technical information:

Contact Person: Ms. Zisanda Madabane

Email: [email protected]

• Submission Address:

BCMDA, 69 Frere Road, Vincent, East London (Corner of Frere Road and Windsor Road, use entrance at Windsor Road).

• Website: www.bcmda.org.za

• Submit bid in a sealed envelope, clearly marked with BID NUMBER (BID 2 OF 2026) and PROJECT NAME (Provision of hygiene maintenance and sanitary disposal services for BCMDA).
• Deposit the bid in the Tender Box at BCMDA, 69 Frere Road, Vincent, East London (use entrance at Windsor Road).
• Deadline: 22 June 2026 at 12:00 noon. Late bids will not be considered.
• Bids must be submitted on the official forms provided (not to be re-typed).
• All bids must be completed in full, signed, and in ink. Use of Tippex or erasable ink will render the bid non-responsive.
• For Joint Ventures/Consortia: All partners must complete MBD Forms 4, 8, 9, and the Declaration of Bidder. A JV/consortium agreement must be submitted.
• Bids submitted by facsimile will not be accepted.
• BCMDA is not responsible for incorrectly delivered courier bids. Ensure your bid is correctly delivered to the tender box before the closing date.
• Bids are valid for 120 days after the closing date.
• Bids will be opened and read in public.

• Evaluation Stages:

1. Compliance Evaluation: Mandatory requirements must be met for the bid to proceed.
2. Additional Mandatory Requirements: Failure to meet these will disqualify the bid.
3. 80/20 Preference Point System: Price (80 points) + Specific Goals (20 points).

• Mandatory Requirements:

• Registered on National Treasury’s Central Supplier Database (CSD).
• No municipal arrears >3 months (company + all directors, including JV/consortium partners).
• No tender defaulters or restricted suppliers (per National Treasury lists).
• No state employees (or their close associates) as bidders/directors.
• No prior SCM abuse, fraud, or contract termination for non-performance.
• Submission of all required documents (e.g., tax compliance, project references, Sanitary Waste Disposal Certificate).

• Preference Points (20 points total):

• B-BBEE Level 1: 7 points (valid certificate required).
• Enterprise located within Buffalo City Municipal Area: 5 points (proof of municipal account required).
• Majority black women-owned: 4 points (detailed CSD report or B-BBEE certificate).
• Majority black youth-owned: 2 points (detailed CSD report or B-BBEE certificate).
• Majority black disabled-owned: 2 points (proof from Registered Medical Practitioner/SARS exemption/CSD report).

• Price Evaluation: Points scored for price (Ps) = 80(1 - (Pt - Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price.

• Scope: Provision of hygiene maintenance and sanitary disposal services for BCMDA premises for 36 months.
• Key Tasks and Deliverables:

1. Replenishment of Consumables:

• Supply and replenish paper towels for 5 wall-mounted dispensers (100 sheets per dispenser, once per month).

2. Sanitary Disposal Services:

• Weekly cleaning of 5 sanitary bins in all female restrooms.
• Weekly disposal of sanitary waste according to OSHA standards.
• Weekly supply and replenishment of bin liners (50 liners per month).
• Monthly supply of 100 sanitary disposal bags.
• Safe, discreet, and environmentally compliant transportation and disposal at licensed facilities.
• Use of odour-control, leak-proof bin liners and approved, non-toxic cleaning agents.

• Service Provider Responsibilities:

• Deploy trained, competent personnel.
• Maintain confidentiality and professionalism.
• Ensure service continuity and adherence to schedules.
• Provide attendance registers and incident reports.
• Adhere to all relevant health, safety, and environmental regulations.

• Mandatory Experience Proof: Submit proof of completion of at least four (4) previously completed projects with an aggregated value of R50,000. Proof must be letters of reference/completion; purchase orders, invoices, or appointment letters are not accepted.
• Mandatory Certification: Submit a Sanitary Waste Disposal Certificate or Safe Disposal Certificate issued by an authorised waste management service provider.

• All prices must be inclusive of VAT.
• Pricing Schedule: Bidders must complete the provided pricing schedule, detailing monthly rates for Year 1, Year 2, and Year 3 for each service line:

1. Replenishment of paper towels (unit cost of 100 sheets).
2. Cleaning and disposal per sanitary bin (weekly).
3. Supply and replenishment of sanitary bin liners (50 liners per month).
4. Supply of sanitary disposal bags (100 bags per month).
5. Subtotal, VAT @15%, and Total.

• Billing will be based on services rendered.
• Payment Terms: Payment will be made within 30 days after receipt of invoice accompanied by proof of delivery.

• Central Supplier Database (CSD): Must be registered and provide a CSD number or summary report. Applies to all partners in a JV/Consortium.
• Tax Compliance: Must provide a valid Tax Compliance Status (TCS) PIN from SARS or a CSD number if no TCS is available. Foreign suppliers must complete a pre-award questionnaire (MBD Part B:3).
• B-BBEE: A B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Municipal Accounts: The bidder and all its directors (including all directors of JV/consortium partners) must submit confirmation that their municipal accounts are not in arrears for more than 3 months. Acceptable proof includes:

• Municipal account statements showing the age of the debt.
• A tenderer’s debt clearance certificate from their respective municipality (stamped and signed).
• Lease agreements (signed by both lessor and lessee) with written confirmation from the lessor stating no arrears.

• Company Registration: CIPC company registration documents are required to validate points claimed for specific goals.
• Declaration of Interest: Must complete MBD 4, declaring any relationship with persons in the service of the state.
• Past SCM Practices: Must complete MBD 8, declaring any history of abuse of supply chain systems, fraud, corruption, or contract failure.
• Independent Bid Determination: Must complete MBD 9 certificate, confirming no collusive practices.
• Persons in the service of the state are prohibited from bidding.
• No bids will be considered from persons listed on the National Treasury’s Database of Restricted Suppliers or the Register for Tender Defaulters.