36-Month cleaning services contract for umtubatuba district office – KZN department of economic development, tourism and environmental affairs

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 26 EDTEA 2025/2026

Service: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE CLEANING SERVICES AT UMTUBATUBA DISTRICT

OFFICE FOR THE DEPARTMENT OF ECONOMIC DEVELOPMENT, TOURISM AND ENVIRONMENTAL AFFAIRS FOR A

PERIOD OF 36 MONTHS.

Venue: Date: Time:

Lot 55D Kiepersol Street, Mtubatuba 10 February 10: 00

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 26 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

1.1 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.

2.1 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

SECTION 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 x

REGARDING COMPLETION OF BID

SECTION D REGISTRATION ON CENTRAL X

SUPPLIERS DATABASE

SECTION E DECLARATION THAT INFORMATION X

ON CENTRAL SUPPLIERS DATABASE

SECTION F PRICING SCHEDULE FIRM PRICES X

(SBD 3.1)

SECTION G PRICING SCHEDULE PROFESSIONAL X

SERVICES

SECTION H BID OFFER X

SECTION I BIDDER’S DISCLOSURE (SBD 4) X

SECTION J PREFERENCE POINTS CLAIM FORM X

(SBD 6.1)

SECTION K QUESTIONNAIRES REPLIES X

SECTION L BRIEFING SESSION X

SECTION M SPECIAL CONDITIONS OF X

CONTRACT

SECTION N GENERAL CONDITIONS OF Read only

CONTRACT

SECTION O AUTHORITY TO SIGN THE BID X

SECTION P SCHEDULE VARIATION FROM If applicable

GOODS OR SERVICES INFORMATION

Initials: ____________

ZNT 26 EDTEA 2025/2026

PROVIDENT FUND THE SERVICE PROVIDER MUST X

REGISTRATION SUBMIT VALID PROOF OF

REGISTRATION WITH PROVIDENT

FUND

REGISTRATION PROOF OF A VALID REGISTRATION X

WITH THE WITH THE BARGAINING COUNCIL

BARGAINING BCCCI.

COUNCIL FOR

THE CONTRACT

CLEANING

INDUSTRY

(BCCCI)

PROOF OF PROVIDE A VALID COIDA LETTER OF X

REGISTRATION GOOD STANDING (ALSO KNOWN AS

AS AN EMPLOYER COIDA CERTIFICATE)

WITH COIDA.

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

African 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, Utility

(KZN based) bill letter/letter from the ward councillor/ lease agreement/Account

statement and CIPC certificate

2.4 Step 4 - Price negotiation

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

Initials: ____________

ZNT 26 EDTEA 2025/2026

3 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:

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

intention to appeal.

1.2 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.

1.3 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.

1.4 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.

1.5 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.

1.6 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.

1.7 Award notification on the e-tender portal will only be published once a 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

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.

Initials: ____________

ZNT 26 EDTEA 2025/2026

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

Initials: ____________