Cleaning services tender for king cetshwayo district (richards bay office) – 36-Month contract

B.: THIS FORM IS ONLY TO BE INCLUDED AND COMPLETED WHEN APPLICABLE TO THE BID.

Site/building/institution involved: Department of Economic Development, Tourism and Environmental Affairs

Bid No: ZNT 14 EDTEA 2025/2026

Service: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE CLEANING SERVICES AT KING CETSHWAYO

DISTRICT (RICHARDS BAY OFFICE) FOR THE DEPARTMENT OF ECONOMIC DEVELOPMENT, TOURISM AND

ENVIRONMENTAL AFFAIRS FOR A PERIOD OF 36 MONTHS

Venue: Date: Time:

4TH FLOOR ABSA BUILDING, LAKEVIEW TERRACE, RICHARDS BAY, 3900 11 FEBRUARY 10:00AM

(DEPARTMENT OF AGRICULTURE) 2026

THIS IS TO CERTIFY THAT (NAME)...............................................................ON BEHALF OF.................................

ATTENDED THE OFFCIAL BRIEFING ON..................................... (DATE)AND IS THEREFORE FAMILIAR WITH THE

CIRCUMSTANCES AND THE SCOPE OF THE SERVICE TO BE RENDERED.

.......................................................................................................................

SIGNATURE OF BIDDER OR AUTHORISED REPRESENTATIVE

(PRINT NAME)

DATE: ....................................................

....................................................................................................................

SIGNATURE OF DEPARTMENTAL REPRESENTATIVE

(PRINT NAME)

DEPARTMENTAL STAMP:

(OPTIONAL)

DATE: ....................................................

Initials: ____________

ZNT 14 EDTEA 2025/2026

SECTION M: SPECIAL CONDITIONS OF CONTRACT

This bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations,

2022; the General Conditions of Contract (GCC) and the following applicable other Special Conditions of Contract.

The offers must remain valid for a period of 120 days from the closing date of the submission of bids.

CONTRACT PERIOD

36 Months

EVALUATION CRITERIA

There are (four (4) evaluation phases) main stages in the selection process, namely, Administrative Compliance,

Functionality, Price and Preference points (Specific goals) and price negotiation.

Step 1 - Administrative Compliance

Check and verify compliance with the submission and completion of compulsory bid documents viz Sections A to P.

Failure to comply with any of the sections contained in the bid document that constitute step one will render the bid

invalid

The following documentation must be submitted:

CRITERIA YES NO REMARKS

SECTIO A PART INVITATION TO BID (SBD 1) X

A

SECTION A PART TERMS AND CONDITIONS FOR X

B BIDDING (SBD 1)

SECTION B LIST OF RETURNABLE AND X

COMPULSORY DOCUMENTS

SECTION C SPECIAL INSTRUCTIONS Read only

REGARDING COMPLETION OF

BID

SECTION D REGISTRATION ON CENTRAL X

SUPPLIERS DATABASE

SECTION E DECLARATION THAT X

INFORMATION ON CENTRAL

SUPPLIERS DATABASE IS

CORRECT AND UP TO DATE

SECTION F PRICING SCHEDULE (SBD 3.1) X

SECTION G PRICING SCHEDULE (SBD 3.3) X

(PROFESSIONAL SERVICES)

SECTION H BID OFFER X

SECTION I BIDDER’S DISCLOSURE FORM X

(SBD4)

SECTION J PREFERENCE POINTS CLAIM X

FORM IN TERMS OF THE

PREFERENTIAL PROCUREMENT

REGULATIONS 2022

(OWNERSHIP DEMOGRAPHIC

SCHEDULE)

SECTION K QUESTIONNAIRE REPLIES - TO X If Applicable

BE ONLY INCLUDED WHEN BIDS

FOR GOODS ARE INVOLVED.

SECTION L OFFICIAL BRIEFING X

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ZNT 14 EDTEA 2025/2026

SESSION/SITE INSPECTION

CERTIFICATE

SECTION M SPECIAL CONDITIONS OF X

CONTRACT

SECTION N GENERAL CONDITIONS OF Read only

CONTRACT

SECTION O AUTHORITY TO SIGN A BID X

SECTION P SCHEDULE VARIATIONS FROM If applicable

GOOD AND SERVICES

INFORMATION

PROVIDENT FUND VALID PROOF OF X

REGISTRATION REGISTRATION WITH

PROVIDENT FUND

REGISTRATION PROOF OF VALID X

WITH THE REGISTRATION WITH

BARGAINING BARGAINING COUNCIL (BCCCI)

COUNCIL FOR

THE CONTRACT

CLEANING

INDUSTRY

(BCCCI)

PROOF OF PROVIDE A VALID COIDA X

REGISTRATION LETTER OF GOOD STANDING

AS AN EMPLOYER (ALSO KNOWN AS COIDA

WITH COIDA CERTIFICATE)

2.2 Step 2 - Functionality

This bid will be evaluated on functionality. Bidders are to obtain a minimum qualifying score of 60% in order to proceed

to the next stage of evaluation.

2.3. Step 3 - Preferential Point Evaluation

This bid will be evaluated using the 80/20/ preference point system. (SBD 6.1 to be completed in order to claim

preference points as per specific goals stipulated. In order to claim points, required proof for each specific goal should

be attached together with this bid. Failure to provide documents will results in non -allocation of preference points.

Specific goals Documents required to determine specific goals respectively

Africans Completed SBD 6.1, Completed ownership demographic form,

and CIPC Certificate

Women Completed SBD 6.1, Completed ownership demographic form

and CIPC certificate

Youth Completed SBD 6.1, Completed ownership demographic form,

CIPC Certificate, and Copy of Identity document

Geographical Location Completed SBD 6.1, Completed ownership demographic form,

(KwaZulu Natal) Utility bill letter/letter from the ward councilor/ lease

agreement/Account statement and CIPC certificate

Step 4 - Price Negotiation and Final Award

Where applicable the department reserves the right to negotiate price with the recommended bidder.

Initials: ____________

ZNT 14 EDTEA 2025/2026

BID APPEAL TRIBUNAL (BAT)

BAT finds its establishment in the Treasury Regulation 16A9.3 and Section 18(1) of the KwaZulu-Natal Supply Chain

Management Policy Framework. Treasury Regulation 16A9.3 empowers National and Provincial Treasury to establish a

mechanism to consider complaints and make recommendations for remedial actions to be taken for the non-compliance

with the norms and standards. Section 18(1) of the KZN SCM Policy Framework empowers the MEC for Finance to

establish an independent and impartial Bid Appeals Tribunal. In line with Paragraph 19 of the KZN SCM Policy

Framework of 2006 the following procedure must be followed to lodge an appeal:

The bidder must, within five working days of receipt of the notification of an award, deliver written notification of an

intention to appeal.

All award notifications will be published on the departmental website, and where applicable in the relevant newspapers.

Service providers will also be notified through an official notification letter.

The bidder may, together with the notification of intention to appeal under paragraph (2) of the KZN SCM Policy

Framework, deliver a request for written reasons for the award of the said bid.

The Bid Adjudication Committee or a delegate of an accounting officer must deliver to the appellant the written reasons

requested under paragraph (3) of the KZN SCM Policy Framework within ten working days.

The appellant must, within ten working days of receipt of the written reasons delivered under paragraph (4) of the KZN

SCM Policy Framework, or, failing a request for written reasons under paragraph (3) of the KZN SCM Policy Framework,

within ten working days of giving notice under paragraph (2) of the KZN SCM Policy Framework, submit written

representations to the Bid Appeals Tribunal, indicating sufficiently and without unnecessary elaboration the grounds and

basis of the appeal and the nature of the complaint.

Upon receipt of a notice of intention to appeal, the Bid Appeals Tribunal must notify other bidders who may be adversely

affected by the appeal, in writing of the appeal and invite them to respond within five working days.

Award notification on the e-tender portal will only be published once confirmation of no appeals has been received from

Provincial Treasury, therefore, no appeals will be considered after the award information has been published on the E-

Tender portal.

The address provided for the lodging of appeals is:

Email: [email protected]

The Chairperson

Bid Appeals Tribunal

Private Bag X9082

Pietermaritzburg

3200

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ZNT 14 EDTEA 2025/2026

SECTION N: GENERAL CONDITIONS OF CONTRACT

Definitions

The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in the contract form

signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper performance of his contractual

obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official

in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and encouraged to

market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the services are supplied.

Goods are produced when, through manufacturing, processing or substantial and major assembly of components, a commercially

recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the specified store or depot or on the specified site

in compliance with the conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are

so delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower prices than that of the

country of origin and which have the potential to harm the local industries in the RSA.

1.12 ”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or negligence and not

foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions,

fires, floods, epidemics, quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract

to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid submission) designed to establish

bid prices at artificial non-competitive levels and to deprive the bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the purchaser

under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or materials which have

been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive of the costs abroad,

plus freight and other direct importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or duty

at the South African place of entry as well as transportation and handling charges to the factory in the Republic where the supplies

covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content provided that local manufacture

does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and machinery and includes

other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

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ZNT 14 EDTEA 2025/2026

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means that functional services ancillary to the supply of the goods, such as transportation and any other incidental

services, such as installation, commissioning, provision of technical assistance, training, catering, gardening, security,

maintenance and other such obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

Application

2.1 These general conditions are applicable to all bids, contracts and orders including bids for functional and professional services, sales, hiring,

letting and the granting or acquiring of rights, but excluding immovable property, unless otherwise indicated in the bidding documents.

2.2 Where applicable, special conditions of contract are also laid down to cover specific supplies, services or works.

2.3 Where such special conditions of contract are in conflict with these general conditions, the special conditions shall apply.

General

3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the preparation and

submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the Government Tender Bulletin. The Government Tender Bulletin may be

obtained directly from the Government Printer, Private Bag X85, Pretoria 0001, or accessed electronically from www.treasury.gov.za

Standards

4.1 The goods supplied shall conform to the standards mentioned in the bidding documents and specifications.

Use of contract documents and information; inspection.

5.1 The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any provision thereof, or any specification, plan,

drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any person other than a person

employed by the supplier in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall

extend only so far as may be necessary for purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent, make use of any document or information mentioned in GCC clause 5.1

except for purposes of performing the contract.

5.3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the purchaser and shall be returned

(all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser.

5.4 The supplier shall permit the purchaser to inspect the supplier’s records relating to the performance of the supplier and to have them audited

by auditors appointed by the purchaser, if so required by the purchaser.

Patent rights

6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising

from use of the goods or any part thereof by the purchaser.

Performance security

7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall furnish to the purchaser the performance

security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting from the supplier’s failure

to complete his obligations under the contract.

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ZNT 14 EDTEA 2025/2026

7.3 The performance security shall be denominated in the currency of the contract or in a freely convertible currency acceptable to the purchaser

and shall be in one of the following forms:

ii) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or

iii) a cashier’s or certified cheque

iv) The performance security will be discharged by the purchaser and returned to the supplier not later than thirty (30) days following

the date of completion of the supplier’s performance obligations under the contract, including any warranty obligations, unless

otherwise specified in SCC.

Inspections, tests and analyses

8.1 All pre-bidding testing will be for the account of the bidder.

8.2 If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production or execution

or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at all reasonable hours, for

inspection by a representative of the Department or an organization acting on behalf of the Department.

8.3 If there are no inspection requirements indicated in the bidding documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements,

including payment arrangements with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the supplies to be in accordance with the contract

requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser.

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements, irrespective of

whether such supplies or services are accepted or not, the cost in connection with these inspections, tests or analyses shall be

defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply with the contract requirements may

be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or analyzed and may be rejected if found not to comply with

the requirements of the contract. Such rejected supplies shall be held at the cost and risk of the supplier who shall, when called

upon, remove them immediately at his own cost and forthwith substitute them with supplies which do comply with the requirements

of the contract. Failing such removal the rejected supplies shall be returned at the suppliers cost and risk. Should the supplier fail

to provide the substitute supplies forthwith, the purchaser may, without giving the supplier further opportunity to substitute the

rejected supplies, purchase such supplies as may be necessary at the expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account of a breach of

the conditions thereof, or to act in terms of Clause 23 of GCC.

Packing

9.1 The supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and

exposure to extreme temperatures, salt and precipitation during transit, and open storage. Packing, case size and weights shall take into

consideration, where appropriate, the remoteness of the goods’ final destination and the absence of heavy handling facilities at all points in

transit.

9.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be

expressly provided for in the contract, including additional requirements, if any, specified in SCC, and in any subsequent instructions ordered

by the purchaser.

Delivery and documents

10.1 Delivery of the goods shall be made by the supplier in accordance with the terms specified in the contract. The details of shipping and/or

other documents to be furnished by the supplier are specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

Insurance

Initials: ____________