RFP007/2026: supply, installation, and maintenance of hygiene equipment and consumables for DBSA

The appointed service provider will be contracted for a period of thirty-six (36) months to render

comprehensive hygiene and consumables services. The scope of work will include, but not be

limited to, the following requirements:

Installation and Maintenance of Equipment

o Supply, install, and maintain all required hygiene equipment in accordance with

DBSA specifications and industry standards.

o Ensure that all installations are completed without causing damage to existing

DBSA facilities. The service provider will be held liable for any damages incurred

during installation.

Bi-Weekly Technical Support (Initial Phase)

o Deploy a qualified technician on a compulsory bi-weekly basis for the first three (3)

months post-installation to conduct inspections, testing, and preventative

maintenance of all hygiene equipment installed on site.

o Provide detailed service and inspection reports to DBSA during this period to

confirm compliance and operational efficiency.

2. Ongoing Service Delivery

o Ensure uninterrupted availability of consumables (e.g., soap, sanitizers, air

fresheners, paper products, etc.) throughout the contract period.

o Provide timely replenishment and refills to avoid shortages or service disruptions.

Accountability and Standards

o Guarantee workmanship and service quality that meet or exceed industry best

practice.

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o Take full responsibility for the functionality, safety, and performance of all installed

equipment and services delivered under this contract.

All Equipment is on a rental basis

Description Colour Quantities Frequency

Oxy Air Freshener Rental (2 Matt Black 60 days

Monthly) Aluminium 70

Matt Black

Bin wall-mounted Rental Aluminium 69

Matt Black

Paper towel Mystique Rental Aluminium

(sensors) 8

Matt Black

Touch-free foam Soap dispensers Aluminium

are refillable, Rental 125

Matt Black

Aluminium

She packs a dispenser Rental 96

Matt Black

Touch Free Foam Seat wipes Aluminium

dispenser refillable Rental 172

Matt Black Weekly

Aluminium

She bins Sateen Rental (weekly) 96

Matt Black

Aluminium

Toilet Roll Holder 3 Rental 172

Matt Black

Aluminium

Auto hand sanitizer dispenser Rental 11

Air Towel Hepa Injector Stainless

Voltage Acc220-240V Steel

Power 1550W

Decibels +- 65

Dimensions:

H: 540mm

D:180mm

W:320mm

Monthly Hygiene Consumables

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Monthly Consumables are

subject to change as per the

monthly order Quantities per month

She packs per box 10

Foam Seat sanitiser refill 5L 20

Insecticide 5

Multifold paper rims 40

Microfiber cloths 80

Hand wipes a 5-liter bucket 5

Toilet rolls, double ply, baby soft

(24s) or similar quality 150

Mystique rolls 50

Tyre Polish 4

Fleet shampoo 4

Pledge Furniture polish 24

Airwick air freshener (Aqua Mist) 6

Baby oil 300ml 12

Foam Soap 5L 20

3.1 THE SERVICE PROVIDER WILL BE EXPECTED TO ADHERE TO THE FOLLOWING:

• The DBSA reserves the right to approve cleaning materials where applicable.

• The successful contractor must ensure that enough back-up cleaning material,

specifically toilet paper and hand paper towels, are kept on site in case of sudden

shortage thereof.

• The employer DBSA reserves the right to request the successful

contractor/subcontractor (s) and their staff to undergo a security vetting process.

• On appointment, the service provider will be required to provide samples of all items

installed

• Hygiene services will be rendered during working hours from Monday to Friday,

excluding weekends and public holidays, unless otherwise specified.

• The service provider is to note that damage during the new installation will not be

allowed.

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YES NO

One original Bid document in separate folders; Folder 1 - for Pre-Qualifying

Criteria and Functional Evaluation and Folder 2 - Price / Financial Proposal –

Electronic submission

Part A: Invitation to Bid

Part B: Terms and Conditions of Bidding

Part C: Checklist of Compulsory Returnable Schedules and Documents

Part D: Conditions of Tendering and Undertakings by Bidders

Part E: Specifications/Terms of Reference and Project Brief

Annexure A: Price Proposal Requirement

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Annexure B: SBD4 Declaration of Interest

Annexure C: SBD6.1 and B-BBEE status level certificate

Annexure F: Certified copies of your CIPC company registration documents

listing all members with percentages, in case of a lose corporation

Annexure G: Certified copies of latest share certificates, in case of a company.

Annexure H: (if applicable): A breakdown of how fees and work will be spread

between members of the bidding consortium.

Annexure I: Supporting documents to responses to Pre-Qualifying Criteria and

Functional Evaluation Criteria.

Annexure J: General Condition of Contract

Annexure K: CSD Tax Compliance Status and Registration Requirements

Report

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PART D

CONDITIONS OF TENDERING AND UNDERTAKINGS BY BIDDER

DEFINITIONS

In this Request for Proposals, unless a contrary intention is apparent:

1.1 B-BBEE means broad-based black economic empowerment as defined in section 1 of the

Broad-Based Black Economic Empowerment Act, 2003;

1.2 B-BBEE Act means the Broad-Based Black Economic Empowerment Act, 2003;

1.3 B-BBEE status level of contributor means the B-BBEE status received by a measured entity

based on its overall performance used to claim points in terms of regulation 6 and 7 of the

Preferential Procurement Regulations,2022.

1.4 Business Day means a day which is not a Saturday, Sunday or public holiday in South Africa.

1.5 Bid means a written offer in the prescribed or stipulated form lodged by a Bidder in response

to an invitation in this Request for Proposal, containing an offer to provide goods, works or

services in accordance with the Specification as provided in this RFP.

1.6 Bidder means a person or legal entity, or an unincorporated group of persons or legal entities

that submit a Bid.

1.7 Companies Act means the Companies Act, 2008.

1.8 Compulsory Documents means the list of compulsory schedules and documents set out in

Part B.

1.9 Closing Time for the OneDrive Link submissions - 23h55 on the 27 February 2026 @ 23:55

(Telkom Time)

1.10 DBSA means the Development Bank of Southern Africa Limited.

1.11 DFI means Development Finance Institution.

1.12 Evaluation Criteria means the criteria set out under the clause 26 (Evaluation Process) of this

Part C, which includes the Qualifying Criteria, Functional Criteria and Price and Preferential

Points Assessment (where applicable).

1.13 Functional Criteria means the criteria set out in clause 27 of this Part C.

1.14 Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary

rights in relation to inventions (including patents) registered and unregistered trademarks

(including service marks), registered designs, confidential information (including trade secrets

and know how) and circuit layouts, and all other proprietary rights resulting from intellectual

activity in the industrial, scientific, literary or artistic fields.

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1.15 PFMA means the Public Finance Management Act, 1999.

1.16 PPPFA means the Preferential Procurement Policy Framework Act, 2000.

1.17 PPPFA Regulations means the Preferential Procurement Regulations, 2022 published in

terms of the PPPFA.

1.18 Pre-Qualifying Criteria means the criteria set out in clause of this Part C.

1.19 Price and Preferential Points Assessment means the process described in clause of this

Part C, as prescribed by the PPPFA.

1.20 Proposed Contract means the agreement including any other terms and conditions contained

in or referred to in this RFP that may be executed between the DBSA and the successful Bidder.

1.21 Request for Proposal or RFP means this document (comprising each of the parts identified

under Part A, Part B, Part C and Part D) including all annexures and any other documents so

designated by the DBSA.

1.22 SARS means the South African Revenue Service.

1.23 Services means the services required by the DBSA, as specified in this RFP Part D.

1.24 SLA means Service Level Agreement.

1.25 SOE means State Owned Enterprise, as defined by the Companies’ Act.

1.26 Specification means the conditions of tender set and any specification or description of the

DBSA’s requirements contained in this RFP.

1.27 State means the Republic of South Africa.

1.28 Statement of Compliance means the statement forming part of a Tender indicating the

Bidders compliance with the Specification.

1.29 Tendering Process means the process commenced by the issuing of this Request for

Proposals and concluding upon formal announcement by the DBSA of the selection of a

successful Bidder(s) or upon the earlier termination of the process.

1.30 Website means a website administered by DBSA under its name with web address

www.dbsa.org

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INTERPRETATIONS

In this RFP, unless expressly provided otherwise a reference to:

2.1 “includes” or “including” means includes or including without limitation; and

2.2 “R” or “Rand” is a reference to the lawful currency of the Republic of South Africa.

TENDER TECHNICAL AND GENERAL QUERIES

Queries pertaining to this tender must be directed to:-

DBSA Supply Chain Management Unit

Email: [email protected]

No questions will be answered telephonically.

SUBMISSION OF TENDERS

COMPULSORY BRIEFING: 12 February 2026

Venue: Development Bank of Southern Africa, 1258 Lever Road, Headway Hill, Midrand, South

Africa. Vulindlela Auditorium at 10h00 am

CLOSING DATE: 27 February 2026

CLOSING TIME: 23H55PM

RULES GOVERNING THIS RFP AND THE TENDERING PROCESS

5.1 Participation in the tender process is subject to compliance with the rules contained in this RFP

Part C.

5.2 All persons (whether a participant in this tender process or not) having obtained or received this

RFP may only use it, and the information contained herein, in compliance with the rules

contained in this RFP.

5.3 All Bidders are deemed to accept the rules contained in this RFP Part C.

5.4 The rules contained in this RFP Part C apply to:

5.4.1 The RFP and any other information given, received or made available in connection

with this RFP, and any revisions or annexure.

5.4.2 the Tendering Process; and

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5.4.3 any communications (including any briefings, presentations, meetings and

negotiations) relating to the RFP or the Tendering Process.

STATUS OF REQUEST FOR PROPOSAL

6.1 This RFP is an invitation for person(s) to submit a proposal(s) for the provision of the services

as set out in the Specification contained in this RFP. Accordingly, this RFP must not be

construed, interpreted, or relied upon, whether expressly or implicitly, as an offer capable of

acceptance by any person(s), or as creating any form of contractual, promissory or other rights.

No binding contract or other understanding for the supply of services will exist between the

DBSA and any Bidder unless and until the DBSA has executed a formal written contract with

the successful Bidder.

ACCURACY OF REQUEST FOR PROPOSAL

7.1 Whilst all due care has been taken in connection with the preparation of this RFP, the DBSA

makes no representations or warranties that the content in this RFP or any information

communicated to or provided to Bidders during the Tendering Process is, or will be, accurate,

current or complete. The DBSA, and its officers, employees and advisors will not be liable with

respect to any information communicated which is not accurate, current or complete.

7.2 If a Bidder finds or reasonably believes it has found any discrepancy, ambiguity, error or

inconsistency in this RFP or any other information provided by the DBSA (other than minor

clerical matters), the Bidder must promptly notify the DBSA in writing of such discrepancy,

ambiguity, error or inconsistency in order to afford the DBSA an opportunity to consider what

corrective action is necessary (if any).

7.3 Any actual discrepancy, ambiguity, error or inconsistency in this RFP or any other information

provided by the DBSA will, if possible, be corrected and provided to all Bidders without

attribution to the Bidder who provided the written notice.

ADDITIONS AND AMENDMENTS TO THE RFP

8.1 The DBSA reserves the right to change any information in, or to issue any addendum to this

RFP before the Closing Time. The DBSA and its officers, employees and advisors will not be

liable in connection with either the exercise of, or failure to exercise this right.

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8.2 If the DBSA exercises its right to change information in terms of clause 8.1, it may seek

amended Tenders from all Bidders.

REPRESENTATIONS

No representations made by or on behalf of the DBSA in relation to this RFP will be binding on

the DBSA unless that representation is expressly incorporated into the contract ultimately

entered between the DBSA and the successful Bidder.

CONFIDENTIALITY

10.1 All persons (including all Bidders) obtaining or receiving this RFP and any other information in

connection with this RFP or the Tendering Process must keep the contents of the RFP and

other such information confidential, and not disclose or use the information except as required

for the purpose of developing a proposal in response to this RFP.

REQUESTS FOR CLARIFICATION OR FURTHER INFORMATION

11.1 All communications relating to this RFP and the Tendering Process must be directed to the

Tender Officer.

11.2 All questions or requests for further information or clarification of this RFP or any other

document issued in connection with the Tendering Process must be submitted to the Tender

Officer in writing, and most preferably by e-mail to [email protected]

11.3 Any communication by a Bidder to the DBSA will be effective upon receipt by the Tender Officer

(provided such communication is in the required format).

11.4 The DBSA has restricted the period during which it will accept questions or requests for further

information or clarification and reserves the right not to respond to any enquiry or request,

irrespective of when such enquiry or request is received.

11.5 Except where the DBSA is of the opinion that issues raised apply only to an individual Bidder,

questions submitted and answers provided will be made available to all Bidders by e-mail, as

well as on the DBSA’s website without identifying the person or organisation which submitted

the question.

11.6 In all other instances, the DBSA may directly provide any written notification or response to a

Bidder by email to the address of the Bidder (as notified by the Bidder to the Tender Manager).

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11.7 A Bidder may, by notifying the Tender Officer in writing, withdraw a question submitted in

accordance with clause 12, in circumstances where the Bidder does not wish the DBSA to

publish its response to the question to all Bidders.

UNAUTHORISED COMMUNICATIONS

12.1 Communications (including promotional or advertising activities) with staff of the DBSA or their

advisors assisting with the Tendering Process are not permitted during the Tendering Process,

or otherwise with the prior consent of the Tender Officer. Nothing in this clause 12 is intended

to prevent communications with staff of, or advisors to, the DBSA to the extent that such

communications do not relate to this RFP or the Tendering Process.

12.2 Bidders must not otherwise engage in any activities that may be perceived as, or that may have

the effect of, influencing the outcomes of the Tendering Process in any way.

IMPROPER ASSISTANCE, FRAUD AND CORRUPTION

13.1 Bidders may not seek or obtain the assistance of employees of the DBSA in the preparation of

their tender responses.

13.2 The DBSA may in its absolute discretion, immediately disqualify a Bidder that it believes has

sought or obtained such improper assistance.

13.3 Bidders are to be familiar with the implications of contravening the Prevention and Combating

of Corrupt Activities Act, 2004 and any other relevant legislation.

ANTI-COMPETITIVE CONDUCT

14.1 Bidders and their respective officers, employees, agents and advisors must not engage in any

collusion, anti-competitive conduct or any other similar conduct in respect of this Tendering

Process with any other Bidder or any other person(s) in relation to:

14.1.1 the preparation or lodgement of their Bid

14.1.2 the evaluation and clarification of their Bid; and

14.1.3 the conduct of negotiations with the DBSA.

14.2 For the purposes of this clause 14, collusion, anti-competitive conduct or any other similar

conduct may include disclosure, exchange and clarification of information whether or not such

information is confidential to the DBSA or any other Bidder or any other person or organisation.

14.3 In addition to any other remedies available to it under law or contract, the DBSA may, in its

absolute discretion, immediately disqualify a Bidder that it believes has engaged in any

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collusive, anti-competitive conduct or any other similar conduct during or before the Tendering

Process.

COMPLAINTS ABOUT THE TENDERING PROCESS

15.1 Any complaint about the RFP or the Tendering Process must be submitted to the Supply Chain

Management Unit in writing, by email, immediately upon the cause of the complaint arising or

becoming known to the Bidder, ([email protected])

15.2 The written complaint must set out:

15.2.1 the basis for the complaint, specifying the issues involved;

15.2.2 how the subject of the complaint affects the organisation or person making the

complaint;

15.2.3 any relevant background information; and

15.2.4 the outcome desired by the person or organisation making the complaint.

15.3 If the matter relates to the conduct of an employee of the DBSA, the complaint should be

addressed in writing marked for the attention of the Chief Executive Officer of the DBSA,

and delivered to the physical address of the DBSA, as notified.

CONFLICT OF INTEREST

16.1 A Bidder must not, and must ensure that its officers, employees, agents and advisors do not

place themselves in a position that may give rise to actual, potential or perceived conflict of

interest between the interests of the DBSA and the Bidder’s interests during the Tender

Process.

16.2 The Bidder is required to provide details of any interests, relationships or clients which may or

do give rise to a conflict of interest in relation to the supply of the services under any contract

that may result from this RFP. If the Bidder submits its Bid and a subsequent conflict of interest

arises, or is likely to arise, which was not disclosed in the Bid, the Bidder must notify the DBSA

immediately in writing of that conflict.

16.3 The DBSA may immediately disqualify a Bidder from the Tendering Process if the Bidder fails

to notify the DBSA of the conflict as required.

LATE BIDS

17.1 Bids must be delivered by the Closing Time. The Closing Time may be extended by the DBSA

in its absolute discretion by providing written notice to Bidders.

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17.2 Bids delivered after the Closing Time or lodged at a location or in a manner that is contrary to

that specified in this RFP will be disqualified from the Tendering Process and will be ineligible

for consideration. However, a late Bid may be accepted where the Bidder can clearly

demonstrate (to the satisfaction of the DBSA, in its sole discretion) that late lodgement of the

Bid was caused by the DBSA; that access was denied or hindered in relation to the physical

tender box; or that a major/critical incident hindered the delivery of the Bid and, in all cases, that

the integrity of the Tendering Process will not be compromised by accepting a Bid after the

Closing Time.

17.3 The determination of the DBSA as to the actual time that a Bid is lodged is final. Subject to

clause 17.2, all Bids lodged after the Closing Time will be recorded by the DBSA and will only

be opened for the purposes of identifying a business name and address of the Bidder. The

DBSA will inform a Bidder whose Bid was lodged after the Closing Time of its ineligibility for

consideration. The general operating practice is for the late Bid to be returned within 5 (five)

working days of receipt or within 5 (five) working days after determination not to accept a late

Bid.

BIDDER’S RESPONSIBILITIES

18.1 Bidders are responsible for:

18.1.1 examining this RFP and any documents referenced or attached to this RFP and any

other information made or to be made available by the DBSA to Bidders in

connection with this RFP;

18.1.2 fully informing themselves in relation to all matters arising from this RFP, including

all matters regarding the DBSA’s requirements for the provision of the Services;

18.1.3 ensuring that their Bids are accurate and complete;

18.1.4 making their own enquiries and assessing all risks regarding this RFP, and fully

considering and incorporating the impact of any known and unknown risks into their

Bid;

18.1.5 ensuring that they comply with all applicable laws in regard to the Tendering Process

particularly as specified by National Treasury Regulations, Guidelines, Instruction

Notes and Practice Notes and other relevant legislation as published from time to

time in the Government Gazette; and

18.1.6 submitting all Compulsory Documents.

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18.2 South African bidders with annual total revenue of ZAR10 million or less qualify as Exempted

Micro Enterprises (EMEs) in terms of the B-BBEE Act must submit a certificate issued by a

registered, independent auditor (who or which is not the Bidder or a part of the Bidder) or an

accredited verification agency.

18.3 South African bidders other than EMEs must submit their original and valid B-BBEE status level

verification certificate or a certified copy, or a sworn affidavit thereof, substantiating their B-

BBEE status. The submission of such certificates must comply with the requirements of

instructions and guidelines issued by National Treasury and be in accordance with the

applicable notices published by the Department of Trade and Industry in the Government

Gazette.

18.4 The DBSA reserves the right to require of a Bidder, either before a Bid is adjudicated or at any

time subsequently, to substantiate any claim in regard to preferences, in any manner required

by the DBSA.

18.5 Failure to provide the required information may result in disqualification of the Bidder.

PREPARATION OF BIDS

19.1 Bidders must ensure that:

19.1.1 their Bid is submitted in the required format as stipulated in this RFP; and

19.1.2 all the required information fields in the Bid are completed in full and contain the

information requested by the DBSA.

19.2 The DBSA may in its absolute discretion reject a Bid that does not include the information

requested or is not in the format required.

19.3 Unnecessarily elaborate responses or other representations beyond that which is sufficient to

present a complete and effective tender proposal are not desired or required. Elaborate and

expensive visual and other presentation aids are not necessary.

19.4 Where the Bidder is unwilling to accept a specified condition, the non-acceptance must be

clearly and expressly stated. Prominence must be given to the statement detailing the non-

acceptance. It is not sufficient that the statement appears only as part of an attachment to the

Bid or be included in a general statement of the Bidders usual operating conditions.

19.5 An incomplete Bid may be disqualified or assessed solely on the information completed or

received with the Bid.

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ILLEGIBLE CONTENT, ALTERATION AND ERASURES

20.1 Incomplete Bids may be disqualified or evaluated solely on information contained in the Bid.

20.2 The DBSA may disregard any content in a Tender that is illegible and will be under no obligation

whatsoever to seek clarification from the Bidder.

20.3 The DBSA may permit a Bidder to correct an unintentional error in its Bid where that error

becomes known or apparent after the Closing Time, but in no event will any correction be

permitted if the DBSA reasonably considers that the correction would materially alter the

substance of the Bid or effect the fairness of the Tendering Process.

OBLIGATION TO NOTIFY ERRORS

If, after a Bidder’s Response has been submitted, the Bidder becomes aware of an error in the

Bidders Response (including an error in pricing but excluding clerical errors which would have

no bearing on the evaluation of the Bid), the Bidder must promptly notify the DBSA of such

error.

RESPONSIBILITY FOR BIDDING COSTS

22.1 The Bidders participation or involvement in any stage of the Tendering Process is at the Bidders

sole risk, cost and expense. The DBSA will not be held responsible for, or pay for, any expense

or loss that may be incurred by Bidders in relation to the preparation or lodgement of their Bid.

22.2 The DBSA is not liable to the Bidder for any costs on the basis of any contractual, promissory

or restitutionary grounds whatsoever as a consequence of any matter relating to the Bidders

participation in the Tendering Process, including without limitation, instances where:

22.2.1 the Bidder is not engaged to perform under any contract; or

22.2.2 the DBSA exercises any right under this RFP or at law.

DISCLOSURE OF BID CONTENTS AND BID INFORMATION

23.1 All Bids received by the DBSA will be treated as confidential. The DBSA will not disclose

contents of any Bid and Bid information, except:

23.1.1 as required by law;

23.1.2 for the purpose of investigations by other government authorities having relevant

jurisdiction;

23.1.3 to external consultants and advisors of the DBSA engaged to assist with the

Tendering Process; or for the general information of Bidders required to be disclosed

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as per National Treasury Regulations, Guidelines, Instruction Notes or Practice

Notes.

USE OF BIDS

24.1 Upon submission in accordance with the requirements relating to the submission of Bids, all

Bids submitted become the property of the DBSA. Bidders will retain all ownership rights in any

intellectual property contained in the Bids.

24.2 Each Bidder, by submission of their Bid, is deemed to have licensed the DBSA to reproduce

the whole, or any portion, of their Bid for the sole purposes of enabling the DBSA to evaluate

the Bid.

BID ACCEPTANCE

All Bids received must remain open for acceptance for a minimum period of 120 (one-hundred

and twenty) days from the Closing Time. This period may be extended by written mutual

agreement between the DBSA and the Bidder.

EVALUATION PROCESS

26.1 The Bids will be evaluated and adjudicated as follows:

26.1.1 First Stage – Test for administrative Responsiveness

The test for administrative responsiveness will include the following:

Stage 1: Responsiveness

The Tenderer should be able to provide all the relevant information required in the Supplier

Information Form (SIF) which will include but not limited to;

Tenderers who do not adhere to those criteria listed a PRE-QUALIFIER, will be disqualified

immediately.

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Applicable

Prequalifying to this

Responsiveness Criteria

Criteria Tender

(Y/N)

Adherence to submitting Tender as a two-folder tender.

1 Folder 1: Functionality and returnable submission separate Pre-Qualifier Y

from Folder 2: Pricing proposal submission

Attendance Register of the Compulsory Briefing Session Pre-Qualifier Y 2

attended by the Tenderer.

National Footprint (radius Gauteng) provides municipal water Pre-Qualifier Y 3

and rates under the company's lease agreement.

Track Record and Company Experience: of Hygiene

Detailed Company profile with 10 years’ experience in the

supply, installation & maintenance of hygiene equipment. Pre-Qualifier

Y 4

dispensers, handling & disposal of waste) The profile must

include the SABS certification/ accreditation for both

equipment and chemicals.

Trade References:

Five reference letters, not less than five years, to show

similar work carried out successfully. Letters to include the

Name of the client, date, duration of the contract (start & end Y 5

date), email, contract amount, and contact details. The

reference letters must be on the company letterhead and

signed.

Pre-Qualifier

NB: All letters will be verified

Capacity of the bidder to deliver the project.

Demonstration of the core team’s collective experience in

hygiene projects, submit a CVs with five years or more. Pre-Qualifier

She- ladies Y 6

Trade test plumber with five years of experience in plumbing

Trade test Artisan Electrician with five years’ experience in

the electrical field

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Contingency Plan

A contingency plan regarding employees and national strikes

must be attached to the proposal—a detailed project plan.

Pre-Qualifier Y

Tenderers who do not adhere to the indicated response time for clarifications requested by the

Employer will be deemed to be non-responsive and their submissions will not be evaluated

further.

Applicable to

Clarification

Responsiveness Criteria this Tender

Time

(Y/N)

1 Standard conditions of tender as required. 48 hours Y

2 Returnable documents completed and signed. 48 hours Y

Submission of Registration with National Treasury Central

Supplier Database (CSD) Summary Report: - Bidder must 7 Working

3 Y

be fully registered & compliant to do business with the Dayd

DBSA.

4 A Tax PIN issued by SARS 48 hours Y

48 hours Y 5 Valid letter of good standing (COIDA)

Only those Bidders which satisfy all the Pre-Qualifying Criteria of the First Stage will

be eligible to participate in the Tendering Process further. Bids which do not satisfy

all the Pre-Qualifying Criteria of the First Stage will not be evaluated further.

26.1.2 Second Stage – Eligibility criteria

26.1.1 Only those Bidders which satisfy and adhere to all responsiveness criteria

will proceed for further evaluation.

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26.1.2 Third Stage – price

26.1.2.1 Those Bidders which have passed the First Stage (Responsiveness Test)

and Second Stage (Eligibility criteria) of the tender process will be eligible to

be evaluated on the Third Stage, based on price, in accordance with the

PPPFA regulations.

26.1.2.2 The recommended preferred Bidder will be the Bidder with the lowest overall

price in the Third Stage of the Bid evaluation, unless the DBSA exercises its

right to cancel the RFP, in line with the PPPFA Regulations.

26.2 NB: Bidders are required to submit, as Annexure J to their Bids, any

documentation which supports the responses provided in respect of the

Eligibility Criteria below.

Risk Analysis and Objective Criteria

Risk Analysis and Objective Criteria (This must only be included in the tender document if

it is applicable, ensure that the list is specific as to what your objective criteria are)

The DBSA reserves the right to award the tender to the tenderer who scores the highest

number of points overall in line with Section (2) (1) (f) of the PPPFA, unless there are

objective criteria which will justify the award of the tender to another tenderer. The

objective criteria that the DBSA may apply in this bid process includes:

Any bidder that has a cumulative order book totaling 3 Awards with outstanding

value, may be excluded from further evaluation.

ii. Where a bidder has 3 active Awards with an outstanding value and the

outstanding value is 10% or less, indicating the project is nearing completion,

the bidder may be included for further evaluation and/or recommendation for

award.

iii. Where a bidder has 3 active Awards with an outstanding value and at least one

of the projects has stalled for a period of 6 months or more, or the client has

placed the project on hold indefinitely, the bidder may be included for further

evaluation and/or recommendation for award.

iv. The DBSA has the discretion to apply an objective criterion.

Due Diligence

DBSA shall perform a due diligence exercise on the preferred bidder to determine its risk

profile. The due diligence exercise may take the following factors into account inter alia.

Judgements and criminal convictions

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DBSA may consider previous civil judgements against the preferred bidder as

part of its risk assessment. DBSA may also consider whether the preferred

bidder or any of its directors have been convicted of a serious offence.

Pending litigation/liquidation/business rescue (distinct from Working Capital)

DBSA may consider any pending litigation in a court of law or administrative

tribunal as part of its risk assessment.

Performance

DBSA will not consider the Service provider having a history of poor

performance on any task orders/purchase orders or contracts, including poor

performance in respect of compliance with policies or procedures regarding

safety, health, quality control or environment, or having committed a serious and

gross breach of contract.

Reputational harm

If DBSA is likely to suffer substantial reputational harm because of doing

business with the preferred service provider, it may take this into account as

part of its risk assessment.

Restricted/Blacklisted

Is not under restrictions, or has principals who are under restrictions, preventing

participating in the employer’s procurement.

Vetting

The DBSA reserves the right to conduct vetting on the tenderer or any of its

directors.

PEP Checks for both Companies and Individual directors, as well as Procure Check

and or any other systems that the DBSA may choose to utilize (which may be

conducted by an authorized third party) that would be done to assess all risks,

including but not limited to

Financial stability of the bidder based on key ratio analysis ;

Efficiency ;

Profitability ;

Financial Risk;

Liquidity ;

Acid Test ;

Solvency; and

Commercial relationship with a politically exposed and brand risk

The DBSA reserves the right to award the scope in full or part thereof, subject to budget

availability.

ii. The DBSA reserves the right to negotiate to ensure the value for money principle is not

compromised.

Generally, suppliers have their own business standards and regulations. Although DBSA

cannot control the actions of our suppliers, we will not tolerate any Illegal activities. These

include, but are not limited to:

Misrepresentation of any kind (e.g. origin of manufacture, specifications,

intellectual property rights, etc.);

Failure to disclose accurate information required during the sourcing activity

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(ownership, financial situation, BBBEE status, etc.);

Corrupt activities listed above; and

Harassment, intimidation or other aggressive actions towards DBSA’s

employees.

STATUS OF BID

30.1 Each Bid constitutes an irrevocable offer by the Bidder to the DBSA to provide the Services

required and otherwise to satisfy the requirements of the Specification as set out in this RFP.

30.2 A Bid must not be conditional on:

30.2.1 the Board approval of the Bidder or any related governing body of the Bidder

being obtained.

30.2.2 the Bidder conducting due diligence or any other form of enquiry or investigation.

30.2.3 the Bidder (or any other party) obtaining any regulatory approval or consent.

30.2.4 the Bidder obtaining the consent or approval of any third party; or

30.2.5 the Bidder stating that it wishes to discuss or negotiate any commercial terms of

the contract.

30.3 The DBSA may, in its absolute discretion, disregard any Bid that is, or is stated to be, subject

to any one or more of the conditions detailed above (or any other relevant conditions).

30.4 The DBSA reserves the right to accept a Bid in part or in whole or to negotiate with a Bidder in

accordance with the provisions of this RFP and the applicable laws and regulations.

CLARIFICATION OF BIDS

31.1 The DBSA may seek clarification from and enter into discussions with any or all of the Bidders

in relation to their Bid. The DBSA may use the information obtained when clarification is sought

or discussions are held in interpreting the Bid and evaluating the cost and risk of accepting the

Bid. Failure to supply clarification to the satisfaction of the DBSA may render the Bid liable to

disqualification.

31.2 The DBSA is under no obligation to seek clarification of anything in a Bid and reserves the right

to disregard any clarification that the DBSA considers to be unsolicited or otherwise

impermissible or irrelevant in accordance with the rules set out in this RFP.

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DISCUSSION WITH BIDDERS

32.1 The DBSA may elect to engage in detailed discussions with any one or more Bidder(s), with a

view to maximising the benefits of this RFP as measured against the evaluation criteria and in

fully understanding a Bidder’s offer.

32.2 Where applicable, the DBSA will invite Bidders to give a presentation to the DBSA in relation to

their submissions.

32.3 The DBSA is under no obligation to undertake discussions with, and Bidders.

32.4 In addition to presentations and discussions, the DBSA may request some or all Bidders to:

32.4.1 conduct a site visit, if applicable.

32.4.2 provide references or additional information; and/or

32.4.3 make themselves available for panel interviews.

SUCCESSFUL BIDS

33.1 Selection as a successful Bidder does not give rise to a contract (express or implied) between

the successful Bidder and the DBSA for the supply of the Services. No legal relationship will

exist between the DBSA and a successful Bidder for the supply of the Services until such time

as a binding contract is executed by them.

33.2 The DBSA may, in its absolute discretion, decide not to enter into pre-contractual negotiations

with a successful Bidder.

33.3 A Bidder is bound by its Bid and all other documents forming part of the Bidder’s Response

and, if selected as a successful Bidder, must enter into a contract on the basis of the Bid with

or without further negotiation.

NO OBLIGATION TO ENTER INTO CONTRACT

34.1 The DBSA is under no obligation to appoint a successful Bidder or Bidders (as the case may

be), or to enter into a contract with a successful Bidder or any other person, if it is unable to

identify a Bid that complies in all relevant respects with the requirements of the DBSA, or if due

to changed circumstances, there is no longer a need for the Services requested, or if funds are

no longer available to cover the total envisaged expenditure. For the avoidance of any doubt,

in these circumstances the DBSA will be free to proceed via any alternative process.

34.2 The DBSA may conduct a debriefing session for all Bidders (successful and unsuccessful).

Attendance at such debriefing session is optional.

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BIDDER WARRANTIES

35.1 By submitting a Bid, a Bidder warrants that:

35.1.1 it did not rely on any express or implied statement, warranty or representation,

whether oral, written, or otherwise made by or on behalf of the DBSA, its officers,

employees, or advisers other than any statement, warranty or representation

expressly contained in the RFP;

35.1.2 it did not use the improper assistance of DBSA’s employees or information

unlawfully obtained from them in compiling its Bid;

35.1.3 it is responsible for all costs and expenses related to the preparation and

lodgement of its Bid, any subsequent negotiation, and any future process

connected with or relating to the Tendering Process;

35.1.4 it accepts and will comply with the terms set out in this RFP; and

35.1.5 it will provide additional information in a timely manner as requested by the

DBSA to clarify any matters contained in the Bid.

DBSA’S RIGHTS

36.1 Notwithstanding anything else in this RFP, and without limiting its rights at law or

otherwise, the DBSA reserves the right, in its absolute discretion at any time, to:

36.1.1 cease to proceed with or suspend the Tendering Process prior to the execution

of a formal written contract.

36.1.2 alter the structure and/or the timing of this RFP or the Tendering Process;

36.1.3 vary or extend any time or date specified in this RFP

36.1.4 terminate the participation of any Bidder or any other person in the Tendering

Process.

36.1.5 require additional information or clarification from any Bidder or any other

person;

36.1.6 provide additional information or clarification.

36.1.7 negotiate with any one or more Bidder;

36.1.8 call for new Bid.

36.1.9 reject any Bid received after the Closing Time; or

36.1.10 reject any Bid that does not comply with the requirements of this RFP.

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GOVERNING LAWS

37.1 This RFP and the Tendering Process are governed by the laws of the Republic of South Africa.

37.2 Each Bidder must comply with all relevant laws in preparing and lodging its Bid and in taking

part in the Tendering Process.

37.3 All Bids must be completed using the English language and all costing must be in South African

Rand (ZAR).

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TERMS OF REFFERENCE

Background and Purpose

In line with the Development Bank of Southern Africa’s (DBSA) Facilities Management mandate

and its commitment to providing world-class facilities services, the DBSA hereby invites proposals

from qualified and experienced service providers to supply hygiene and consumables services.

The goal of this procurement is to select a capable provider that can deliver high-quality, reliable,

and industry-compliant hygiene and consumables services to the DBSA’s main campus. The

successful bidder will need to demonstrate excellence in service delivery, compliance with industry

standards, and the ability to maintain a safe and hygienic environment for all DBSA stakeholders.