Cleaning, hygiene and horticulture services at braamfontein yard depot (6 months) – re-advert

Closing date: 6 November 2026 at 10:00

Department: Facilities Department

Address: 121 Smit Street, Braamfontein

Submission method: physical submission at the closing venue; bidders must fill in and sign the submission register when handing in documents, otherwise the bid is disqualified.

Returnable documents:

• Letter of good standing (COIDA) — mandatory; failure to submit results in automatic disqualification.
• Completed RFP documentation including all declarations and SBD forms, with Commissioner of Oaths signatures where required — may be requested later if not submitted initially.
• Joint Venture / Consortium agreement or Trust Deed signed by all parties, and SBD 4 signed by all JV/consortium members (if applicable).
• Valid SARS tax clearance certificate and tax PIN letter, valid on the closing date.
• CSD supplier registration number.

Disqualification risks:

• Not signing the submission register.
• Missing COIDA letter of good standing.
• Quoting below the gazetted minimum labour rate per hour (exclusive of VAT) at pricing stage.

Evaluation stages:

• Stage 1: Compliance — mandatory documents (COIDA, signed submission register) and other documents that may be requested later (completed RFP/SBD forms, JV agreement, tax clearance, CSD).
• Stage 2: Technical/functionality — minimum threshold 70%. Bidders scoring below 70% are excluded from further evaluation.
• Stage 3: Price and specific goals — 80/20 preference point system.

Technical evaluation weights (total 100%):

• Company's track record: 30%
• Resource availability: 20%
• Technical approach and methodology: 20%
• Financial capabilities: 30%

Track record scoring (combined cleaning, hygiene and horticulture projects, or cleaning & hygiene, or cleaning & horticulture, over last 5 years, 2021–2026; minimum contract value R3,000,000; ongoing projects not considered):

• 5 points: combined value R7,000,001 and above
• 4 points: R6,000,001 – R7,000,000
• 3 points: R5,000,001 – R6,000,000
• 2 points: R4,000,001 – R5,000,000
• 1 point: R3,000,000 – R4,000,000
• 0 points: no submission, irrelevant, or incomplete

Evidence: appointment letter/purchase order/contract AND reference letter/completion certificate for each project; both must show contract description, value and duration, and be on company letterhead. Reference letter must include company name, contact person and confirmation of completion.

Resource availability scoring (proof of ownership or rental agreement for vehicles suitable for the work — bakkies or light/heavy duty pickup trucks):

• 5 points: five vehicles
• 4 points: four vehicles
• 3 points: three vehicles
• 2 points: two vehicles
• 1 point: one vehicle
• 0 points: no proof

For owned vehicles, only proof from the Traffic Department accepted. For rentals, letter of intent on rental company letterhead or rental agreement with proof of ownership.

Technical approach and methodology scoring (aligned to scope of work, covering up to five elements: cleaning deployment plan with shift schedule and absenteeism/strike cover, project operational and safety structure with named roles, local community recruitment plan, risk assessment with mitigation, PPE matrix):

• 5 points: all five elements
• 4 points: four elements
• 3 points: three elements
• 2 points: two elements
• 1 point: one element
• 0 points: no submission or irrelevant

Financial capability scoring (operating cash flow ratio = net cash flow from operations / current liabilities; complete set of financial statements for current and preceding year, including cash flow statement and balance sheet, prepared and signed by an independent registered accounting professional and signed by company director):

• 5 points: ratio ≥ 1.5
• 4 points: 1 < ratio < 1.5
• 3 points: 0.5 < ratio < 1
• 2 points: 0 < ratio < 0.5
• 1 point: ratio < 0
• 0 points: no or incomplete financial statements

Incomplete statements not considered. For trusts/consortia/JVs, the lead contractor must submit financial statements.

Price and specific goals (80/20 system):

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price formula: Ps = 80 (1 − (Pt − Pmin)/Pmin), where Pt is the tender price under consideration and Pmin is the lowest acceptable tender price.

Specific goals (20 points total):

• 51% Black Owned: 5 points
• Black Youth Owned: 5 points
• Black Women Owned: 5 points
• B-BBEE contributor status of at least level 5: 5 points

Evidence: B-BBEE certificate/affidavit (consolidated scorecard accepted for JV), certified ID copies for Black women/youth owned, CIPC documents/B-BBEE certificate/affidavit for 51% Black owned.

Scope: Provision of cleaning, hygiene and horticulture services at Braamfontein Yard depot, South Gauteng Region, for a period of 6 months.

Areas to be cleaned:

• Boardrooms, ablution facilities, showers, change rooms, offices, meeting rooms, waiting/pause areas, entrance/reception, kitchen, parking (staff and visitors), training rooms, walkways and building surroundings, stairs.
• Hygiene services at all bathrooms: sanitary bins, hand towels, hand soap.
• Horticulture services.

Cleaning frequencies (daily unless noted):

• Floors: sweep/damp mop daily; machine scrub monthly.
• Carpets: vacuum heavy traffic daily, medium traffic alternate days, light traffic twice weekly.
• Dusting: all horizontal surfaces, high ledges, vertical surfaces to 2.5m, window ledges daily.
• Waste disposal: empty and clean receptacles daily; remove waste to specified areas daily.
• Walls and paintwork: spot clean weekly.
• Glass and metal: spot clean glass doors daily; polish bright metal fittings and aluminium frames weekly.
• Entrances: sweep steps daily, wash steps weekly.
• Toilets/ablutions: clean and sanitise bowls, basins, urinals, showers, baths daily; replenish consumables (toilet paper, soap, towel) daily.
• Staircases: dust handrails, clean fire escapes daily.
• Walkways and surrounds: sweep daily, pick up litter weekly.
• Windows: clean interior faces of accessible windows monthly; spot clean partition glass weekly.
• Compactor/refuse area: maintain clean and hygienic daily.
• Miscellaneous: wash dishes daily; polish desks and office furniture daily; vacuum cloth-covered furniture fortnightly; vacuum free-standing cloth partitions monthly.

Operating times:

• Day cleaning, Monday to Friday 07:00–16:00, Saturday 07:00–12:00 (unless special request).

Staffing requirements:

• Total cleaners required: 42 per day shift (8 hours), 10 per Saturday/Sunday/public holiday shift (6 hours).
• One supervisor per shift (weekdays 07:00–16:00).
• Staff must wear clean uniform with company badge, PRASA logo, name identification, and appropriate PPE (safety shoes, reflector vests, hand gloves).
• All staff must display standardised access cards with photo and name.
• Daily supervision schedule; hourly inspections of ablution facilities with signed inspection sheets.
• Daily personnel register signed by supervisor and client's representative, submitted to employer.
• Toilet paper and odour blocks must be available at all times.

Hygiene services quantities (weekly unless noted):

• Sanitary bin removal: 100 total across all areas
• Hand waste removal: 52
• Hand towel replenishing: 57
• Soap refill: 179
• Toilet brush replacement (bi-annually): 179
• Seat sanitizer refill (monthly): 179

Equipment and consumables:

• Service provider supplies own cleaning equipment, chemicals and consumables at own cost.
• All electrical and non-electrical equipment must be SABS approved.
• Material Safety Data Sheets (MSDS) must be available.
• Recommended equipment includes ride-on auto scrubbers, industrial vacuum cleaners, wet/dry vacuums, high pressure cleaners, carpet extractors, push sweepers, washing machine, steam cleaner, escalator/travelator cleaning machines, carpet cleaning machines, blowers, heavy-duty custom vacuum for tracks.
• Recommended consumables include colour-coded buckets, microfibre mops, janitorial trolleys, window squeegees, toilet brushes, scrubbing brushes, wet floor signs, feather dusters, spray bottles.
• Approved chemicals list includes all-purpose cleaner, biological deodorizer, acidic toilet bowl cleaner (free of hydrochloric acid), floor polish, window cleaner, alkaline floor cleaner, liquid hand soap, stainless steel polish, furniture polish, spray emulsion wax, carpet powder, Jeyes Fluid, gum remover, abrasive cleaner, tile cleaner, 60% alcohol disinfectant and floor cleaner.

Training:

• Cleaning personnel must be trained on correct use of chemicals and equipment before contract commencement.
• Personnel must be familiar with safe working rules.

Sub-contracting:

• Not permitted without prior written consent of the client.

Statutory compliance:

• Basic Conditions of Employment Act, 1997
• Labour Relations Act, 1995
• Occupational Health and Safety Act, 1993
• National Environmental Management Act
• National Railway Safety Regulator Act (16/2002)
• National Minimum Wage Act, 2019 and applicable gazette rates.

Other:

• PRASA will provide water and electricity; if water supply is disrupted, service provider must provide alternative means to keep facilities clean.
• PRASA provides staff facilities and storeroom; must be kept neat and tidy.
• PRASA may amend specification requirements and deployment as deemed fit.
• PRASA may reduce or increase quantities before award and during contract.
• PRASA may cancel contract for poor service delivery or breach.

Bidders must submit a methodology aligned to the scope of work, covering up to five elements: cleaning deployment plan with proposed staff shift schedule and how absenteeism due to strikes/sickness/leave will be addressed; project operational and safety structure (safety officer, first aiders, fire fighters, flagmen) with positions of responsibility; plan for integrating recruitment of people from local communities; risk assessment with mitigation measures; PPE matrix indicating operational areas and applicable PPE. Scoring: 5 points for all five elements, 4 for four, 3 for three, 2 for two, 1 for one, 0 for no submission or irrelevant information.

Company's track record (30% of technical evaluation): must demonstrate successfully executed and completed combined cleaning, hygiene and horticulture projects, or cleaning & hygiene, or cleaning & horticulture services, over the last 5 years (2021–2026). Ongoing projects not considered. Only contracts with minimum value of R3,000,000 considered. Bidders submitting track record of cleaning only, hygiene only, or horticulture only will be regarded as incomplete. Scoring based on combined contract value: 5 points for R7,000,001+, 4 for R6,000,001–R7,000,000, 3 for R5,000,001–R6,000,000, 2 for R4,000,001–R5,000,000, 1 for R3,000,000–R4,000,000, 0 for no/irrelevant/incomplete submission. Evidence: appointment letter/purchase order/contract AND reference letter/completion certificate for each project; both must show contract description, value and duration, and be on company letterhead. Reference letter must include company name, contact person and confirmation of completion.

All services are subject to inspection by PRASA before payment; PRASA may withhold payment if service not performed in accordance with contract. Payments are made monthly only if service rendered to PRASA's satisfaction. Cleaning personnel must be trained on correct use of chemicals and equipment before commencement. All electrical and non-electrical equipment must be SABS approved. Service provider supplies own cleaning equipment and chemicals at own cost. Material Safety Data Sheets (MSDS) must be available. Approved cleaning material must always be available. PRASA provides water and electricity; if water supply is disrupted, service provider must provide alternative means. Recommended equipment list includes ride-on auto scrubbers, industrial vacuum cleaners, wet/dry vacuums, high pressure cleaners, carpet extractors, push sweepers, washing machine, steam cleaner, escalator/travelator cleaning machines, carpet cleaning machines, blowers, heavy-duty custom vacuum for tracks. Consumables list includes colour-coded buckets, microfibre mops, janitorial trolleys, window squeegees, toilet brushes, scrubbing brushes, wet floor signs, feather dusters, spray bottles. Approved chemicals list includes all-purpose cleaner, biological deodorizer, acidic toilet bowl cleaner (free of hydrochloric acid), floor polish, window cleaner, alkaline floor cleaner, liquid hand soap, stainless steel polish, furniture polish, spray emulsion wax, carpet powder, Jeyes Fluid, gum remover, abrasive cleaner, tile cleaner, 60% alcohol disinfectant and floor cleaner. Hygiene services quantities: sanitary bin removal 100 weekly, hand waste removal 52 weekly, hand towel replenishing 57 weekly, soap refill 179 weekly, toilet brush replacement 179 bi-annually, seat sanitizer refill 179 monthly.

Pricing must include all costs for daily cleaning and horticultural services, including tools, equipment, labour, chemicals and all necessary material. Labour rates must comply with gazetted minimum wage; quoting below minimum labour rate per hour (exclusive of VAT) disqualifies at pricing stage. Labour hours for weekends, Sundays and public holidays must be factored. Pricing tables to complete: Table 1 – Cleaners rates for 6 months (41 cleaners weekdays 8 hours, 10 cleaners Saturdays/Sundays/public holidays 6 hours); Table 2 – Supervisor rates for 6 months (1 supervisor weekdays 8 hours); Table 3 – Cleaning equipment and consumables (monthly rate and rate × 6); Table 4 – Horticultural services (monthly rate and rate × 6). Financial statements (current and preceding year) with cash flow statement and balance sheet, prepared and signed by independent registered accounting professional and company director, must be submitted.

Pricing format: Schedule of rates and prices, including labour costs, cleaning equipment and chemicals, and horticultural services.

Pricing must include ALL costs: daily cleaning and horticultural services, tools and equipment, labour, chemicals, and all necessary material.

Labour rates:

• Must comply with the latest gazetted minimum wage rates (National Minimum Wage Act, 2019 and Gazette Vol. 643, 23 January 2019, No. 42182).
• Bidders quoting below the minimum labour rate per hour (exclusive of VAT) will be disqualified at pricing stage.
• Labour hours for weekends, Sundays and public holidays must be factored in.
• Pricing schedule must be completed using the shift schedule and daily staff allocation to calculate correct hours per month and wage rates, including overtime, weekend and public holiday costs.

Pricing tables to complete:

• Table 1: Cleaners rates for 6 months — 41 cleaners weekdays (8 hours), 10 cleaners Saturdays, Sundays, public holidays (6 hours each).
• Table 2: Supervisor rates for 6 months — 1 supervisor weekdays (8 hours).
• Table 3: Cleaning equipment and consumables — monthly service rate and rate × 6.
• Table 4: Horticultural services — monthly service rate and rate × 6.

Payment:

• Monthly payments by PRASA, only if service rendered to PRASA's satisfaction.
• PRASA may withhold payment if service not performed in accordance with contract.

Financial statements:

• Complete set of recent financial statements (current and preceding year) including cash flow statement and balance sheet, prepared and signed by an independent registered accounting professional and signed by company director.
• Incomplete statements not considered.
• For trusts/consortia/JVs, lead contractor must submit financial statements.

Employee remuneration:

• Must be at applicable gazetted rates, paid at end or beginning of each month over contract period.

Mandatory compliance (Stage 1A):

• Letter of good standing (COIDA) — failure to submit results in automatic disqualification.
• Signed submission register at tender submission.

Other compliance documents (may be requested later):

• Completed RFP documentation including all declarations and SBD forms, with Commissioner of Oaths signatures.
• Joint Venture / Consortium agreement or Trust Deed signed by all parties; SBD 4 signed by all JV/consortium members (if applicable).
• Valid SARS tax clearance certificate and tax PIN letter, valid on closing date.
• CSD supplier registration number.

B-bbee:

• Minimum level for specific goals: at least level 5.
• Evidence: B-BBEE certificate or affidavit (consolidated scorecard accepted for JV).
• Specific goals: 51% Black Owned (5 points), Black Youth Owned (5 points), Black Women Owned (5 points), B-BBEE level 5 or better (5 points).

Statutory compliance:

• Basic Conditions of Employment Act, 1997
• Labour Relations Act, 1995
• Occupational Health and Safety Act, 1993
• National Environmental Management Act
• National Railway Safety Regulator Act (16/2002)
• National Minimum Wage Act, 2019 and gazette rates.

Other:

• All electrical and non-electrical equipment must be SABS approved.
• Material Safety Data Sheets (MSDS) must be available.

Compliance with Environmental, Health and Safety regulations and PRASA-prescribed regulations is required. Regular and ad-hoc inspections of safety and housekeeping will be undertaken; corrective actions must be implemented immediately. Cleaning personnel must wear appropriate PPE (safety shoes, reflector vests, hand gloves) and clean uniform with company badge, PRASA logo and name identification. All staff must display standardised access cards. Material Safety Data Sheets (MSDS) must be available. All electrical and non-electrical equipment must be SABS approved. Statutory compliance includes Occupational Health and Safety Act, 1993, Basic Conditions of Employment Act, 1997, Labour Relations Act, 1995, National Environmental Management Act, and National Railway Safety Regulator Act (16/2002).

Waste disposal: empty and clean all waste receptacles daily, remove waste to specified areas daily. Maintain refuse area in clean and hygienic condition daily. Compliance with National Environmental Management Act is required. Cleaning methods must be safe for employees and visitors.

Contract duration: 6 months. A Service Level Agreement (SLA) will be entered into upon appointment; the specification forms part of the SLA. PRASA may cancel the contract or any part at any time for poor service delivery or breach. PRASA may amend specification requirements and deployment as deemed fit. PRASA may reduce or increase quantities before award and during contract. Sub-contracting requires prior written consent. PRASA does not accept responsibility for accounts/expenses not agreed upon, nor liability for damages suffered by the service provider or personnel. Employee remuneration must be at gazetted rates, paid monthly. Staff given off for leave, sick leave, strike, etc. must be replaced immediately to maintain staff numbers. In case of strike, contractor must provide a contingency plan. PRASA provides staff facilities and storeroom, which must be kept neat and tidy.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. Price formula: Ps = 80 (1 − (Pt − Pmin)/Pmin). Specific goals and points: 51% Black Owned (5), Black Youth Owned (5), Black Women Owned (5), B-BBEE level 5 or better (5). Evidence: B-BBEE certificate/affidavit, certified ID copies for Black women/youth owned, CIPC documents for 51% Black owned. Pricing must include all costs; labour rates must comply with gazetted minimum wage; quoting below minimum labour rate disqualifies at pricing stage.