Cleaning and hygiene services for kirstenbosch national botanical garden (5-Year contract)

• Procurement enquiries: [email protected] (Deputy Director, Supply Chain Management, SANBI, Private Bag X101, Silverton 0184).
• Technical enquiries: [email protected].
• Physical submission address: Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria (bid box).
• No telephone numbers were provided in the document.

• Bids must be delivered to the bid box at the Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria by 11:00 am on 28 April 2026. Late submissions are not accepted.
• Use the official bid forms supplied; do not re‑type the forms.
• All required returnable documents (see mandatory requirements list) must be attached or the bid will be disqualified.
• A signed attendance certificate for the compulsory briefing session (16 April 2026) is mandatory.
• The successful bidder must complete and sign the written contract form SBD7.
• Submit a signed copy of the bidder’s declaration (disclosure) form.
• Provide proof of authority (e.g., company resolution) when signing.
• Offer must be valid for 90 days from the closing date.
• Non‑firm prices or prices subject to exchange‑rate variation will be rejected.

Stage 1 – Eligibility & administrative compliance: verify all mandatory documents (CSD registration, COIDA letter, waste licence, insurance, audited financials, B‑BBEE status, TCS PIN/CSD number, briefing attendance, etc.).

Stage 2 – Functionality (max 100 points):

• Methodology & SOP – 45 pts (work schedule 20 pts, waste plan 5 pts, contingency 10 pts, risk plan 10 pts).
• Track record – up to 20 pts (reference letters and similar projects).
• Team capability – up to 25 pts (site manager experience, supervisor experience, staff qualifications).
• Performance & staff management – 10 pts (training & skills development plan).
• Minimum score to proceed: 70 pts.

Stage 3 – Price & specific goals (80/20 point system): price = 80 pts, specific B‑BBEE goals = 20 pts (black ownership 10 pts, female ownership 5 pts, disability ownership 5 pts).

Stage 4 – Site inspection: physical inspection of bidder’s premises for bidders who passed functionality threshold.

Scope of work:

• Cleaning and hygiene of public toilets, halls, meeting rooms, staff quarters, offices, and all other SANBI facilities at Kirstenbosch (see Annexures A‑C for detailed areas and dimensions).
• Staffing requirement: 20 cleaners, 4 supervisors (rotational, two per shift) and 1 site manager on weekdays; 4 cleaners and 1 supervisor on weekends. Site manager must visit at least once a week and submit quarterly reports.
• Staff must comply with SANBI Code of Conduct, OHSA, and all SHE regulations; security‑cleared personnel changes must be reported.
• Equipment & materials must meet SANS standards, be environmentally safe, stored securely, and include lockable dispensers, SHE bins, air‑fresheners, hand‑dryers, etc. High‑level window cleaning equipment must be SANS‑compliant.
• Cleaning times: Mon‑Fri 08:00‑16:00 (standard areas); 08:00‑17:00 seven days a week for areas with weekend/public‑holiday use; extended hours for events as directed.
• Provide Waste Management Plan, Risk Management Plan, Contingency Plan, and SOP with detailed daily work schedule.
• Upon contract termination, all equipment installed by the provider must be removed without damage.

• Pricing must be submitted on the firm‑price schedule (Annexures D‑F); only firm prices accepted, no exchange‑rate variations.
• All prices must be VAT‑inclusive and include delivery costs to the prescribed destination.
• Offer must remain valid for 90 days from the closing date.
• Required financial documents: latest audited financial statements, liability insurance cover of R5 million per claim, and proof of financial capacity (e.g., bank guarantee or bank statement if requested).
• No performance bond or guarantee is explicitly mentioned in the document.

• Central Supplier Database (CSD) registration report (current copy).
• Tax compliance: submit SARS TCS PIN or printed TCS certificate; if no TCS, provide CSD number.
• COIDA good‑standing letter from the Compensation Commissioner (issued by Department of Labour).
• Valid waste‑management licence.
• Liability insurance cover R5 million per claim.
• B‑BBEE verification (affidavit or certificate) to claim preference points.
• Audited financial statements.
• Proof of business premises in Cape Metropole (e.g., municipal account, lease agreement not older than 3 months).
• No directors or shareholders employed by the state; disclose any state‑related interests as per bidder disclosure form.
• All staff must have valid OHS training and be covered by the provider’s occupational health and safety policies.