Provision of comprehensive cleaning services for wcdhw facilities in stellenbosch sub-district (30-Month contract)

SCM/Procurement enquiries: Mrs Shameez Halifax, Directorate Supply Chain Sourcing, Email: [email protected], Tel: 021 834 9008. Technical/specification enquiries: Mr Calvin Modisie or Ms Chanel Jacobs, Tel: (021) 808 6178 / 6113, Email: [email protected] / [email protected]. Bidding procedure enquiries: Mr Johannes Van Wyk, Tel: (021) 834 9007, Email: [email protected]. Submission address: Bid box marked SUPPLY CHAIN MANAGEMENT, Department of Health and Wellness, Main Entrance of Supply Chain Management Offices (M9 Building), Karl Bremer Hospital, c/o Mike Pienaar Boulevard and Frans Conradie Drive.

Submit bids using official forms only (no re-typed forms). All documents must be original and signed. Incomplete or unsigned documents may invalidate the bid. Each bid must be in a sealed envelope with the bidder’s name, address, bid number (WCGHSC0453/1/2026), and closing date. Courier submissions must follow the same rules. Deposit bids in the bid box marked SUPPLY CHAIN MANAGEMENT, Department of Health and Wellness, Main Entrance of Supply Chain Management Offices (M9 Building), Karl Bremer Hospital, c/o Mike Pienaar Boulevard and Frans Conradie Drive. The bid box is open 07:00–16:00, Monday–Friday. Late bids will not be accepted and will be returned unopened. For bid box location assistance, contact Mrs Shameez Halifax at (021) 834 9008 during office hours. Bidders must be registered on the Central Supplier Database (CSD) at bid closing. Unregistered or suspended bidders will be disqualified. Register at www.csd.gov.za. Non-compliant tax status on CSD allows a 7-working-day grace period to confirm compliance. Bids must include completed WCBD6.1 (B-BBEE status) and WCBD4 forms. All mandatory CSD documents will be accepted. The successful bidder must sign a written contract (WCBD7.1).

Evaluation occurs in 3 phases: Phase 1: Compliance check for bid document completion, pricing schedule, compulsory site meeting attendance, and submission of all required documents. Non-compliance may result in disqualification. Phase 2: Price (max 80 points) and B-BBEE Level (max 20 points). B-BBEE points are added to price points. Only bidders who complete and sign WCBD6.1 will be considered for preference points. Phase 3: Recommendation based on Phase 1 and 2 results. The bid will be adjudicated on the total cost over the 30-month period.

Scope: Provision of comprehensive cleaning services for Western Cape Department of Health and Wellness (WCDHW) facilities in Cape Winelands District (Stellenbosch Sub-District) for 30 months. Services include: Routine cleaning (daily, weekly, or as scheduled) of all areas (wards, offices, kitchens, restrooms, waiting areas, high-touch surfaces, etc.). Terminal cleaning (discharge cleaning) after patient discharge or transfer. Environmental cleaning and disinfection of surfaces and non-critical patient care equipment. Use of color-coded cleaning equipment to prevent cross-contamination (e.g., red for toilets, blue for general areas, green for bathrooms, white for kitchens, yellow for isolation areas). Cleaning must adhere to infection prevention and control standards, including proper use of detergents, disinfectants, and PPE. Cleaning schedules and checklists must be created, followed, and signed off daily/weekly. Equipment: Contractor must provide all cleaning equipment (e.g., buff machines, vacuum cleaners, mops, trolleys, brooms, ladders, window cleaners with telescopic handles). Cleaning materials: Department provides some materials; contractor must provide PPE and additional supplies as needed. Staff requirements: All cleaning staff must be trained in cleaning/disinfection methods, infection control, and use of equipment/chemicals. Staff must wear uniforms, name tags, and PPE. Hand hygiene protocols must be followed. Staff must be immunised against Hepatitis B at the contractor’s expense. Staff must be South African citizens or permanent residents, physically fit, and able to communicate in at least two of the three official Western Cape languages. Criminal background checks (SAPS) are required. Contractor must provide relief staff to ensure uninterrupted service. Supervision: Contractor must conduct daily inspections, weekly hospital visits, and monthly clinic visits. Staff must report to the Facility Manager and sign registers. Management must attend monthly meetings with the Contract Manager. Penalties apply for non-compliance (e.g., late postings, failure to post, improper dress code, untrained staff, misuse of cell phones, etc.).

Pricing: Submit VAT-inclusive pricing on the official WCBD 3.1/Electronic Pricing Schedule (Annexure A, Excel). Complete only the yellow fields. Offers must be valid for 120 days from the closing date. Pricing must include the latest minimum wage rate as per the Government Gazette; non-compliance will disqualify the bid. The bid will be adjudicated on the total cost over the 30-month period. Payment terms: Department pays within 30 calendar days of receipt of a valid tax invoice and written confirmation from the Contract Manager. Invoices must include: total amount, services rendered, period of service, facility name, invoice number, order number, VAT, and SP’s banking details. Invoices and attendance registers must be submitted on the 1st of each month. Credit notes for penalties must be provided within 24 hours of notification. Payment method: Electronic transfer in South African Rand to the SP’s South African bank account. Annual price adjustments: Linked to the Main Collective Agreement of the National Bargaining Council, subject to completion of WCBD 3.1/2. Non-firm prices: Must indicate variable factors and weights if prices are linked to proven adjustments. Contractor must provide proof of Public Liability Insurance (R5,000,000 per incident) and other required insurance before contract commencement and annually thereafter.

Mandatory documents: WCBD 1 (Invitation to Bid, signed by authorised official with proof of authority). WCBD 3.1 (Pricing Schedule, fully completed). WCBD 4 (Declaration of Interest Form, fully completed). WCBD 6.1 (Preference Points Claim Form for 80/20 and 90/10 systems, fully completed and signed). Current and valid Public Liability Insurance (minimum R5,000,000 per incident). Company Registration Certificates (CK1 and CK2 for companies; CK1 and CK2 for Close Corporations). Joint Venture Partnership Agreement (if applicable). Occupational Health and Safety Act compliance (acceptance of responsibility under Section 37(2)). Current and valid COIDA registration (Letter of Good Standing). Tax Compliance: Bidders must submit a SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Consortia/joint ventures/sub-contractors must each submit separate TCS certificates and CSD numbers. Bidders must be registered on the Central Supplier Database (CSD) at bid closing. B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) with WCBD 6.1 to qualify for preference points. Foreign suppliers: Must confirm residency, branch, or permanent establishment in South Africa or liability for taxation in South Africa. Proof of authority to sign the bid (e.g., company resolution) must be submitted for Trusts or Companies. No bids will be considered from persons in the service of the State or entities with directors/members in the service of the State.